Program Executive/Senior Executive (National Cybersecurity R&D Laboratory)

Company description:

The National University of Singapore is the national research university of Singapore. Founded in 1905 as the Straits Settlements and Federated Malay States Government Medical School, NUS is the oldest higher education institution in Singapore

Job description:

Job Description

The Business Executive provides comprehensive administrative and operational support to NCL, ensuring smooth day-to-day operations. This role involves managing procurement and claims, coordinating meetings and travel, supporting project administration, and liaising with internal and external stakeholders.

1. Procurement & Expense Management

• Manage NCL P-Card transactions, including purchases, submission via Concur
• Process staff claims, including operational expenses and travel reimbursements, in a timely and accurate manner
• Source quotations and raise Purchase Orders (POs) in line with procurement procedures

1. Travel Coordination

• Arrange travel logistics for NCL staff, including flights and accommodation
• Prepare and submit post-travel claims through Concur

1. Contract & Financial Coordination

• Monitor expiring contracts and proactively notify relevant stakeholders
• Liaise with Finance to verify receipt of funds and resolve discrepancies where required

1. Meeting & Calendar Management

• Coordinate and schedule meetings, including room bookings and logistics preparation
• Prepare meeting materials and take accurate minutes, including tracking of action items

1. Project & Programme Administration (NCLS)

• Support administrative coordination of NCLS projects, including communication with Governance Board and students
• Arrange meetings, disseminate outcomes, and maintain accurate records
• Monitor student progress, including study timelines and bond obligations

1. Events & Stakeholder Support

• Provide administrative support for student-related events and activities
• Manage sponsorship funds and track event-related expenditures

1. Student Workforce Administration

• Administer student hires under NSWS, including coordination and documentation

1. General Administrative Support

• Provide ad-hoc administrative support as required, including coordination of internal logistics (e.g. catering for meetings/events)

• Diploma or Degree in Business Administration or related discipline
• Prior experience in administrative or executive support roles
• Familiarity with Concur and procurement processes will be an advantage
• Proficient in Microsoft Office (Word, Excel, PowerPoint)
• Strong organizational and time management skills with attention to detail
• Good interpersonal and communication skills, with the ability to liaise with diverse stakeholders
• Ability to work independently and manage multiple priorities

• Experience supporting senior management or academic leadership
• Familiarity with NUS systems and processes
• Proactive, adaptable, and resourceful with a strong sense of responsibility