Senior Executive, Administrative Support

The Protective Technology Research Centre (PTRC) is seeking a highly organised, proactive, and motivated Senior Executive to join our administrative team and play a key role in supporting the Centre's research, academic, and operational activities.

Reporting to the Centre Director, the successful candidate will provide comprehensive administrative, coordination, and secretariat support to the Centre and its research team. This role offers the opportunity to work closely with researchers, students, university stakeholders, collaborator, funding agencies and external partners, contributing to a vibrant and intellectually stimulating research environment.

As an integral member of the Centre's administrative team, the successful candidate will help ensure the smooth and efficient delivery of research programmes, collaborative initiatives, and academic activities. Through effective coordination, accurate record management, and proactive stakeholder engagement, the role contributes to the Centre's mission of advancing high-quality research, fostering interdisciplinary collaboration, and supporting research excellence.

Key Responsibilities:

• Provide executive and administrative support to the Centre Director, including managing schedules, coordinating appointments, and facilitating engagement with internal and external stakeholders.

• Organize and coordinate meetings, workshops, and events, including scheduling, preparation of agendas and meeting materials, recording minutes, and monitoring follow-up actions.

• Support the financial administration of research projects by maintaining accurate records, tracking expenditures, and ensuring timely updates of project-related financial information.

• Coordinate contract renewal processes for research staff, including monitoring key timelines, preparing documentation, and liaising with relevant university departments.

• Support recruitment activities for research staff, including preparing job advertisements, coordinating interviews, managing candidate documentation, and working closely with Human Resources team throughout the hiring process.

• Facilitate administrative support for exchange students, serving as a key point of contact and coordinating necessary documentation and arrangements.

• Act as a liaison between the Centre and university offices, research collaborators, funding agencies, industry partners, and other external stakeholders to ensure smooth administrative operations.

• Maintain accurate and well-organized records relating to meetings, research finance, staff administration, student matters, and general office operations, ensuring compliance with university policies and procedures.

• Contribute to the efficient day-to-day operations of the Centre by proactively identifying administrative needs and supporting continuous process improvement initiatives.

Requirements:

• Diploma or Bachelor's degree in any discipline.

• At least 2–3 years of relevant experience in administrative, executive support, secretarial, or office management roles.

• Experience in academic, research, higher education, or project administration will be an advantage.

• Strong organisational and time-management skills, with the ability to prioritise tasks effectively and manage multiple deadlines in a fast-paced environment.

• Excellent written and verbal communication skills, with the ability to interact professionally with a diverse range of stakeholders.

• Meticulous and detail-oriented, particularly in managing documentation, financial records, and administrative processes.

• Proficient in Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.

• Self-motivated and able to work independently while maintaining regular communication and updates with stakeholders.

• Professional, dependable, and able to exercise discretion when handling confidential and sensitive information.

• Strong interpersonal skills and a collaborative mindset, with the ability to work effectively with faculty members, researchers, students, university offices, internal and external stakeholders.

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

Hiring Institution: NTU