Senior Executive/Assistant Manager (Global Health Office)

Interested applicants are invited to apply directly at theNUS Career Portal. Please note your application will only be processed if youapply via NUS Career Portal.

NUS Career Portal link: https://careers.nus.edu.sg/job/Senior-ExecutiveAssistant-Manager-%28Global-Health-Office%29/33374-en_GB/

We regret that only shortlisted candidates will be notified.

Job Description

Duties & Responsibilities
- PA to Vice Dean (Global Health)
o Calendar management
o Meetings Arrangements
o Travel Arrangements
- Organise visits from external parties to SSHSPH, seminars and events
o Main point of contact and organiser for incoming visits. Tasks may include room booking, discussion and distribution of agenda, liaising with external counterparts (usually from outside Singapore), booking/arranging of refreshments, and other relevant duties.
o Coordinating outgoing visits of School delegations to overseas collaborators.
o Main point of contact and organiser for Global Health Seminars and events. Tasks may include creation of EDMs, liaising with stakeholders for publicity, speaker management, collating slides, managing registrations, venue booking, drafting Event Rundown, and other relevant duties,
o Managing larger events where required, including invitation letters for invited participants, travel arrangements for guests where required, event support on the day, etc.
o Financial arrangements for events and visits (working with contractors/suppliers, liaising with Finance to pay invoices, financial support for guests if applicable, withholding tax).
- Communications:
o Coordinate GHO social media presence (LinkedIn) and website, in collaboration with relevant colleagues. This will include keeping an overview of what is posted, coordinating content from multiple parties, and also writing own content while this is not a full-on marketing and social media role, understanding and knowledge of social media or willingness to learn are desirable.
o Working with visuals to prepare EDMs, slides, web content
o Handle GHO shared mailbox: sharing communications within School and externally, and handling external queries by replying or involving relevant colleagues.
- Internal:
o Organise team meetings, quarterly PIs meetings, other meetings as the need arises.
o Actively participate and contribute to team meetings
o Write minutes of meetings where required
o Tracking of Global Health activity across the School
- Administration
o Administrative tasks and financial arrangements in support of other team initiatives where required (e.g. payments, reimbursements, procurement etc. as relevant and as directed by GHO Manager)
o Work closely with other offices in the School (e.g. Finance, Communications & Events) to take forward relevant tasks
o Any other duties relevant to team's initiatives as directed by VDGH and GHO Manager

Qualifications

Please include a cover letter in your application, detailing your interest in this role and your skills and experiences that are relevant to this role. Applications without a cover letter, or with AI-generated cover letter, will not be considered.

- Possesses a Bachelor's degree and at least 2 years of relevant administrative work experience
- Experience of organising meetings, seminars and events, online and in-person
- Strong administrative skills, highly organised and a great coordinator, able to work across diverse tasks and where information is coming from multiple parties
- Comfortable with admin/routine tasks but also with working proactively and exercising judgment in non-standard situations, using the available information to take forward tasks independently
- Able to work in ambiguity and in a fast-paced environment with changeable and competing priorities
- Great communication skills in English, including written communication skills. Able to summarise content and present it in slides, and web/media content
- Comfortable working internationally and communicating with people from different cultures and different language background
- A good team player who is self-motivated and well-organised with the ability to work well under pressure and with tight deadlines, and possesses a positive and collaborative attitude
- IT/System savvy and proficient in Microsoft Office Applications experience with NUS system is an advantage.
- Experience or interest in public health/global health is also an advantage.
- Willingness to travel occasionally within the region and internationally, as required.