Assistant Manager, Administrative Support

About the role

NTUitive, the University's innovation and enterprise company, is looking for an Assistant Manager, Administrative Support. The role provides executive, operational and programme management support to the Associate Vice President (Technology Transfer) and the NTU I&E Technology Transfer team, coordinating executive engagements, stakeholder interactions, office operations and programme activities while maintaining high standards of governance, compliance and service delivery.

Key responsibilities

• Manage the calendar, appointments, meetings and official engagements of the Associate Vice President, coordinate meeting logistics, prepare agendas and materials, and track follow-up actions.
• Facilitate communication and correspondence on behalf of the AVP and act as a key coordination point between the AVP and internal and external stakeholders.
• Coordinate stakeholder engagements, workshops and visits with industry, government and academic partners.
• Oversee day-to-day office administration, including facilities, office resources, procurement, IT assets and inventory, and liaise with corporate departments and vendors.
• Review operational workflows, identify opportunities for process optimisation and digitalisation, and support internal audits, compliance reviews and reporting.
• Support departmental transformation initiatives such as digital systems, automation and process enhancement.
• Coordinate end-to-end programme administration, including application processing, proposal evaluation, award administration and fund disbursement, and maintain accurate programme and financial records.
• Prepare programme statistics, management reports, dashboards and performance updates, and support programme governance and compliance.
• Organise programme-related events, briefings, outreach activities and stakeholder engagement, and act as a contact point for applicants, award recipients, reviewers and partners.
• Support ad-hoc initiatives and projects undertaken by the Office.

Required profile

• Bachelor's degree from a recognised university.
• Minimum 4-6 years of relevant experience in administration, programme administration, executive support, operations management or a related function.
• Experience supporting senior management, coordinating meetings and events, and managing administrative processes and reporting will be an advantage.
• Knowledge of higher education, research, innovation and entrepreneurship ecosystems is an advantage.

Required skills

• Good understanding of office administration, records management, procurement and operational support.
• Knowledge of project coordination, process improvement and change management.
• Proficiency in Microsoft Office, particularly Excel, for data management, tracking and reporting.
• Strong organisational, analytical, written and verbal communication, and stakeholder management skills.
• Ability to work independently, handle confidential information and adapt to a fast-paced environment.