Assistant Manager, Administration & Communications

Job description

The Assistant Manager will play a key role in supporting the Institute of Advanced Studies (IAS) through the effective facilitation of academic programmes, operational administration, and institutional communications. As IAS continues to expand its portfolio of high-profile academic visits, frontiers research conferences and public lectures, this role will be integral to ensuring the smooth planning, delivery, and promotion of the Institute's activities. Science at the highest level is the hallmark of IAS. The Institute fosters collaboration with Nobel Laureates, Turing Award winners, Millennium Technology Prize winners, and other leading global researchers. With a growing number of flagship events and strategic initiatives, dedicated administrative and operational support is essential to sustain the Institute's continued growth and excellence. Working closely with faculty members, researchers, University offices, and external partners, the incumbent will facilitate programme administration, event operations, stakeholder engagement, and selected communications activities, including the preparation of publicity materials, website content, and event summaries. The incumbent will contribute to the efficient execution of IAS programmes by supporting financial and procurement processes, maintaining programme records and documentation, and strengthening operational workflows that enhance the Institute's visibility, effectiveness, and long-term institutional capabilities. Key Responsibilities: Event Management and Operations Facilitate the planning and execution of academic events, including conferences, seminars, colloquia, workshops, public lectures, and distinguished visitor programmes. Manage event logistics, venue bookings, scheduling, registrations, travel arrangements, catering, and on-site operational support. Liaise with internal stakeholders, external speakers, vendors, and service providers to ensure the successful delivery of events. Prepare meeting agendas and minutes, facilitate RSVPs, and maintain event documentation. Track event statistics, attendance, registrations, and feedback for reporting and continuous improvement. Communications and Publicity Develop and facilitate publicity materials for academic events, including event announcements, newsletters, website updates, and social media content. Produce speeches, event summaries, and other communication materials that accurately represent IAS programmes and initiatives. Prepare basic publicity collateral such as posters, digital graphics, and promotional materials using standard design tools. Manage digital content across IAS web and social media platforms to strengthen institutional visibility and outreach. Editorial Support Work closely with researchers, faculty members, and communications offices to ensure the accuracy and quality of scientific information. Proofread and edit communication materials to maintain consistency, clarity, and editorial standards across IAS publications. Stakeholder Engagement and Administrative Support Serve as a key liaison between IAS and internal units, researchers, external collaborators, and service providers. Facilitate administrative processes related to academic visits, institutional partnerships, and programme activities. Support procurement, budget tracking, and operational administration associated with academic engagements. Contribute to the continuous improvement of operational processes and event delivery. Competencies and Qualification Requirements: A recognised degree in Science or Engineering or equivalent with at least 3 years of relevant administrative experience Experience in event management, programme facilitation, or administrative operations, preferably within a higher education, research, or public sector environment. Experience in digital publishing, content management systems (CMS), and basic graphic design or multimedia tools (e.g. Canva, Adobe Creative Suite or equivalent). Strong writing, editing, and copyediting skills, with the ability to produce clear and accurate communications for diverse audiences. Excellent organisational, project facilitation, and administrative skills, with the ability to manage multiple priorities simultaneously. Strong interpersonal and stakeholder management skills, with experience working across multidisciplinary teams. Meticulous, resourceful, and able to work independently while maintaining high standards of accuracy. Interest in science communication and public engagement would be an advantage. This is a 3-year contract appointment. We regret to inform that only shortlisted candidates will be notified. Hiring Institution: NTU