Executive / Senior Executive (Office Administration)

About the role

The Middle East Institute (MEI), an autonomous research institute within the National University of Singapore, is looking for a responsible Executive or Senior Executive to perform a variety of administrative and clerical tasks. The role supports managers and employees, helps with daily office needs and manages the institute's general administrative activities. It is based at the Kent Ridge Campus.

Key responsibilities

• Manage and ensure smooth operations of the institute's office and logistics needs.
• Manage office mail and courier services, answer phone calls and queries.
• Procure, maintain and manage office and pantry supplies, and manage service contract procurement.
• Maintain office equipment such as photocopiers, network printer supplies, shredders and laminators.
• Maintain the in-house library book loaning system with the Publications team.
• Manage card, phone access and visitor account systems.
• Assist with invoice processing and payments, staff orientation, leave applications and travel/medical claims.
• Assist in preparing and running events and meetings, and assist in budget monitoring.
• Assist in procurement and tender processes and keep track of fixed assets.
• Carry out ad hoc administrative tasks as assigned.

Required profile

• Minimum Bachelor's degree or equivalent.
• Minimum 2 years of relevant work experience as an Administrative Assistant.
• Excellent time management, prioritisation, attention to detail and problem-solving skills.
• Independent, well organised, meticulous, discreet and able to multitask.
• Good team player with initiative and resourcefulness, and excellent written and verbal communication.

Required skills

• Good knowledge of office management systems and procedures.
• Working knowledge of office equipment such as printers and fax machines.
• Proficiency in MS Office, especially MS Excel and MS PowerPoint.

To apply, submit a covering letter and a curriculum vitae combined into one PDF file through the online application form.