Executive Office Administrator

About the role

We are looking for an Executive Office Administrator to support the smooth operation of the IDMxS office at NTU in Singapore. The role involves managing office assets, coordinating seminars, events and academic visits, and working closely with internal and external stakeholders in a fast‑paced environment.

Key responsibilities

• Plan, coordinate and execute seminars, events and academic visits, including stakeholder liaison and logistics support.
• Arrange travel and accommodation for speakers and VIP guests.
• Source, evaluate, negotiate and manage third‑party vendors and venues.
• Oversee external vendor relationships, prepare logistics and assist during event execution.
• Schedule internal and external engagements, set up virtual meetings and conference calls.
• Support public outreach through website updates and preparation of marketing materials.
• Handle day‑to‑day office operations such as purchases, asset management and monitoring pantry supplies.
• Perform other administrative duties as assigned by the supervisor.

Required profile

• University degree in any discipline.
• Minimum of 4 years post‑degree work experience, preferably with event management and secretarial responsibilities.
• Strong communication and interpersonal abilities, with proven experience coordinating external vendors.

Required skills

• Proficiency in Microsoft Excel.
• Proficiency in Microsoft PowerPoint.
• Proficiency in Microsoft Access.
• Proficiency in Adobe applications.