Administrative Executive (NIRBA)

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 Personal Assistant will be providing support to the Executive Director (ED) of the National Initiative for RNA Biology & its Applications (NIRBA) in day-to-day administrative needs such as organising logistics for and other needs for appointments, claim reimbursements, and travel arrangements.

• Assist the Executive Assistant in managing the Executive Director's calendar, scheduling meetings, and organizing travel logistics.
• Prepare and format documents, presentations, and correspondence.
• Help track deadlines, meeting follow-ups, and priority tasks.
• Support the coordination of internal and external meetings, including agenda preparation and materials distribution.

• Serve as a secondary point of contact for inquiries directed to the Executive Director's office.
• Manage incoming emails and phone calls, flagging urgent matters and drafting responses as needed.
• Maintain organized filing systems—digital and physical—for documents, records, and confidential materials.
• Assist in coordinating communications with stakeholders, including partner institutions, advisory groups, and scientific collaborators.

• Support the planning and execution of events, workshops, and site visits.
• Assist with travel itineraries, expense tracking, and reimbursement submissions.
• Help manage small projects or tasks as assigned by the Executive Assistant or Executive Director.

• Perform personal assistance tasks as needed (e.g., small errands, reservation bookings).
• Contribute to a professional, efficient, and welcoming environment for the Executive Director's office.

• At least 1-2 years of administrative or assistant experience, or equivalent combination of education and experience.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Ability to handle confidential information with discretion.
• Proficiency with productivity tools (e.g., Microsoft Office, Zoom).
• A proactive, flexible, and service-oriented mindset.

• Experience supporting executives or senior leaders.
• Familiarity with scientific, academic, government, or nonprofit environments.