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/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. The position 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.
• Manage and maintain service contract procurement and office equipment such as photocopiers, network printers, 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, new staff orientation, leave applications and travel/medical claims.
• Assist in preparing and running events and meetings, budget monitoring, procurement and tender processes, and tracking of fixed assets.
• Carry out ad hoc administrative tasks as assigned.

Required profile

• Minimum Bachelor's degree or equivalent.
• At least 2 years of relevant work experience as an Administrative Assistant.
• Good knowledge of office management systems and procedures.
• Excellent time management, attention to detail, problem-solving and written and verbal communication skills.

Required skills

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

To apply, candidates must combine a covering letter and a curriculum vitae into a single PDF and attach it under the CV column when submitting their application.