Assistant Manager, Administrative Support [NTUitive]

Job description

NTU Innovation and Entrepreneurship (I&E) advances cohesive and collaborative relationships across various innovation drivers within the NTU community. It seeks to accelerate the University’s efforts in translating scientific discoveries, innovation and creative work into technological and social entrepreneurship activities that benefit industry and society. NTUitive - the University’s innovation and enterprise company - plays a pivotal role in translating research breakthroughs into solutions that benefit society. We support innovators, entrepreneurs and industry partners in translating promising ideas and deep tech into ventures and real-world solutions with commercial and societal impact. As a wholly-owned subsidiary of NTU and a key innovation driver under NTU I&E, NTUitive oversees the cultivation of startups and spin-offs, as well as the related investments. The Assistant Manager, Administrative Support provides executive, operational and programme management support to the Associate Vice President (Technology Transfer) and the NTU I&E Technology Transfer team. The role is responsible for ensuring the effective coordination of executive engagements, stakeholder interactions, office operations and programme activities, while maintaining high standards of governance, compliance and service delivery. Working closely with internal and external stakeholders, he/she supports the administration and implementation of strategic programmes, and contributes to process optimisation, digitalisation and continuous improvement initiatives. Through effective coordination, stakeholder engagement and operational support, the role contributes to the smooth functioning of office operations and the successful planning and implementation of new programmes and initiatives in NTU I&E. Successful candidate can look forward to a rewarding career at NTUitive with ample opportunities for growth and development. Responsibilities: Executive and Stakeholder Support Manage the calendar, appointments, meetings and official engagements of the Associate Vice President (Technology Transfer). Coordinate meeting logistics, prepare agendas and meeting materials. Facilitate communication and correspondence on behalf of the AVP. Monitor and track follow-up actions arising from meetings and engagements. Provide administrative and coordination support for strategic initiatives, projects and activities led by the AVP. Serve as a key coordination point between the AVP and internal/external stakeholders. Coordinate stakeholder engagements, workshops and visits involving industry, government and academic partners, ensuring effective communication and follow-up of agreed actions. Operational Excellence, Governance and Transformation Oversee day-to-day office administration and operational support functions, including facilities, office resources and administrative records. Manage office resources, procurement, IT assets and inventory records. Liaise with corporate departments and vendors on facilities, IT and operational matters. Review operational workflows and administrative procedures, identify opportunities for process optimisation and digitalisation, and support the implementation of improvement initiatives. Ensure proper maintenance of administrative records and assets in compliance with organisational policies, audit requirements and data governance standards. Support internal audits, compliance reviews and reporting exercises by coordinating documentation, records and follow-up actions. Participate in departmental transformation initiatives, including the implementation and adoption of digital systems, automation solutions and process enhancement projects. Programme Administration and Management Support Coordinate end-to-end programme administration, including application processing, proposal evaluation, award administration and related stakeholder communications. Monitor programme milestones, progress reporting, compliance requirements and administrative deliverables to support effective programme implementation. Process fund disbursements in accordance with approved guidelines, financial controls and organisational policies. Maintain complete, accurate and up-to-date programme and financial records in accordance with organisational, funding and audit requirements. Prepare programme statistics, management reports, dashboards and performance updates to support programme monitoring and decision-making. Support programme governance and compliance activities, including record management, audit preparation, risk monitoring and adherence to organisational and funding requirements. Coordinate and manage programme-related events, briefing sessions, outreach activities, workshops and stakeholder engagement initiatives to support programme objectives and outreach efforts. Serve as a key contact point and engage internal and external stakeholders, including applicants, award recipients, reviewers and partners, to facilitate programme delivery, address operational issues and ensure a positive stakeholder experience. Support the review and enhancement of programme administration processes, including the implementation of new systems, process automation initiatives and digital solutions to improve operational efficiency, service quality and user experience. Any other ad-hoc initiatives and projects undertaken by the Office. Requirements: Bachelor's Degree from a recognised university. Good understanding of office administration, records management, procurement and operational support processes. Knowledge of project coordination, process improvement and change management principles. Knowledge of higher education, research, innovation and entrepreneurship ecosystems will be an advantage. Minimum 4-6 years of relevant working experience in administration, programme administration, executive support, operations management or a related function. Experience supporting senior management and coordinating meetings, events and stakeholder engagements will be an advantage. Experience managing administrative processes, records and reporting requirements. Experience coordinating programmes, projects or initiatives involving multiple stakeholders and competing priorities. Strong organisational and coordination skills, with the ability to manage multiple priorities and deadlines concurrently. Good analytical skills and proficiency in Microsoft Office applications, particularly Excel, for data management, tracking and reporting. Good written and verbal communication skills, with the ability to prepare correspondence, reports and meeting materials. Strong interpersonal and stakeholder management skills, with the ability to work effectively with stakeholders at different organisational levels. Ability to exercise sound judgement in prioritising requests, managing competing demands and handling confidential information appropriately. Ability to work independently while collaborating effectively within a team environment. Project coordination skills, including the ability to manage timelines, monitor deliverables and coordinate stakeholders effectively. Meticulous, organised and detail-oriented, with a strong commitment to accuracy and quality. Proactive, resourceful and responsive in addressing issues and following through on tasks. Adaptable and able to work effectively in a dynamic environment with evolving priorities and requirements. Professional and tactful in handling sensitive information and interactions with senior stakeholders. Positive team player with a collaborative mindset and willingness to support departmental initiatives beyond assigned responsibilities. Demonstrates initiative and ownership in driving tasks to completion with minimal supervision. Resilient and comfortable working in a fast-paced environment where priorities and processes may evolve over time. We regret to inform that only shortlisted candidates will be notified. Hiring Institution: NTUitive