Senior Executive, Faculty Ops & Support

About the role

The School of Mechanical & Aerospace Engineering at NTU is looking for a Senior Executive to support the Head of Faculty Affairs. This role will ensure smooth operational and administrative services for faculty members on the main campus.

Key responsibilities

• Provide comprehensive administrative support to faculty, including procurement, claims, travel arrangements, and document submissions.
• Offer secretariat support for committees and meetings: room booking, agenda preparation, minute‑taking and follow‑up actions.
• Maintain confidentiality and handle sensitive documentation with accuracy.
• Support digitalisation initiatives, streamline workflows and improve service delivery.
• Maintain records, prepare reports, presentations and internal communications.
• Liaise with Finance, HR, Research Office and external vendors to resolve compliance and process issues.
• Assist with space management for research labs, renovation projects and ad‑hoc tasks.
• Organise and support events such as seminars, workshops, retreats and academic visits, handling logistics and funding arrangements.
• Support faculty appointment processes: data‑mining, profiling of international candidates, database creation and coordination with HR and Shared Services.

Required profile

• Motivated individual with experience in executive and secretarial support within an academic environment.
• Proven ability to manage multiple administrative tasks and meet deadlines.
• Strong attention to detail and discretion when handling confidential information.
• Effective communication and coordination skills across internal departments and external partners.

Required skills