Assistant Manager, Administrative Support

The Research Centre for Residue and Toxic Industrial Waste Management (TREASURES) at NTU is seeking a proactive and organized Assistant Manager to provide critical administrative support to the Centre’s leadership.

The Assistant Manager provides operational, administrative, and governance support to the TREASURES, ensuring effective coordination of leadership priorities, stakeholder engagement, financial administration, and information governance. The role exercises judgement in prioritising competing demands, coordinating cross-functional activities, and ensuring the efficient delivery of the Centre’s operations in a complex research environment. 

The ideal candidate will be a highly organized and resourceful individual with excellent communication skills and the ability to work effectively with diverse stakeholders.

Key Responsibilities:

• Manage and prioritise the Centre Co-Director’s calendar, meetings, and travel arrangements by assessing competing demands, stakeholder priorities, and operational requirements. 

• Coordinate and oversee secretariat functions for committees and meetings, including agenda setting, preparation of briefing materials, minute-taking, action tracking, and follow-up to ensure accountability. 

• Plan and coordinate Centre events, workshops, and strategic engagements, ensuring effective execution, stakeholder participation, and operational readiness. 

• Prepare and consolidate management reports, presentations, and correspondence to support informed decision-making and compliance reporting. 

• Act as a key liaison between the Research Centre and internal/external stakeholders, facilitating communication, issue resolution, and effective information flow. 

• Manage confidential and sensitive information with discretion, ensuring proper governance, accuracy, and information integrity. 

• Monitor and coordinate financial and administrative processes, including budget tracking, procurement, claims, and asset management, ensuring compliance with institutional policies. 

• Identify and implement process improvements to enhance operational efficiency, service quality, and governance effectiveness.

Requirements:

• A Bachelor’s degree from a recognized institution.

• At least 3 - 4 years of experience in a similar role, ideally within a fast-paced, large and complex organisation.

• Strong organizational and time management skills with high attention to detail.

• Excellent verbal and written communication skills, with the ability to prepare grammatically correct business correspondence and reports.

• Ability to exercise discretion, maintain confidentiality, and handle sensitive information.

• Strong interpersonal skills, with a proven ability to liaise and consult with stakeholders at all levels.

• A proactive, resourceful, and adaptable approach to work.

• Proficient in Microsoft Office applications.

We regret to inform that only shortlisted candidates will be notified.

Hiring Institution: NTU