Senior Executive Assistant Manager, Research Admin

Established in 1981 the School of Electrical and Electronic Engineering (EEE) is one of the founding Schools of the Nanyang Technological University (NTU). Built on a culture of excellence the School is renowned for its high academic standards and research. It is one of the largest and most research-active EEE schools globally with more than 120 faculty and over 5000 undergraduate and postgraduate students.

We are seeking a highly motivated individual to join our Research Administration Office as an Assistant Manager / Senior Executive.

As an Assistant Manager / Senior Executive you will support the efficient execution and compliance of research grants manage fund utilisation and coordinate research manpower and procurement activities. You will work closely with faculty research groups and internal administrative units to ensure that research projects are delivered smoothly and in accordance with university and funding requirements. You will also support research-related events and contribute to digitalisation and process improvements within the School.

Key Responsibilities:

• Provide comprehensive administrative support to faculty including procurement claims travel arrangements and documentation submissions

• Support pre- and post-award grant administration including proposal preparation reporting compliance and documentation requirements

• Monitor grant expenditure burn rates budget utilisation and timelines and highlight risks for PI intervention

• Coordinate procurement for research equipment consumables software and services in accordance with DOA and grant funding terms

• Support recruitment and appointment processes for research manpower (e.g. RAs RFs Postdocs) including contract renewals and onboarding

• Organise and support research seminars academic visits and research-related events including logistics funding paperwork and documentation

• Liaise with Research Office Finance HR vendors and external stakeholders to resolve budgetary compliance or process-related issues

• Maintain accurate datasets for research reporting and performance indicators for internal and external submissions

• Contribute to workflow digitalisation dashboard development and process improvements to enhance operational efficiency

• Support academic processes such as exam administration and mark entry

• Provide secretariat support for committees and meetings including agenda preparation minute-taking and follow-up tracking.

Qualifications:

• Bachelors degree.

• At least 3 years of relevant experience in research administration grants management procurement research finance or project coordination (experience in a tertiary or research environment preferred).

• Strong communication good organisational and stakeholder management skills.

• Ability to work collaboratively in a fast-paced diverse team environment.

• Previous experience in data analytics or statistical analysis is advantageous.

• Experience or IT skillsets with workflow automation data digitalisation reporting tools or AI-based tools will be considered an advantage.

• Experience in budget management project coordination and stakeholder engagement with capacity to support multiple stakeholders and diverse administrative functions.

We regret that only shortlisted candidates will be notified.