Executive/Senior Executive (Administration & Support), External Relations

Founded in the same year that Singapore gained independence, NUS Business School stands today among the world’s leading business schools. It is distinctive for offering the best of global business knowledge with deep Asian insights, preparing students to lead Asian businesses to international success and to help global businesses succeed in Asia.

For more than 50 years, NUS Business School has offered a rigorous, relevant and rewarding business education to outstanding students from across the world. That would not have been possible without a group of dedicated professionals who are passionate about building a positive environment to grow and groom future business leaders. And we are looking to add to our BIZ family!

To learn more about the NUS Business School, please visit https://bschool.nus.edu.sg/

The incumbent will support and coordinate the administrative, finance, procurement and logistical functions of both the Strategic Relations and Corporate Communications departments.

Support the Corporate Communications department in the following areas

• Coordinate and support the operations and logistics of annual Commencement ceremony
• Coordinate with the various academic and programme departments to ensure timely and accurate updating of website information and generate monthly website analytics reports
• Circulate regular internal news updates to the school via emails and digital signages
• Update department directories

Administrative matters

• Coordinate internal and external meetings including secure meeting venue, print name tents, prepare corporate gifts and refreshments
• Make travel arrangements for senior advisor and staff members, including booking of flights, arranging for accommodation, VISA application (where applicable), processing travel claims and seeking the necessary approvals (in and out of NUS systems) to ensure policy compliance and governance
• Submit MOUs and agreements in the NUS systems
• Handle minute-taking for department meetings and other school level meetings organised bv the Strategic Relations office in a timely manner and ensure proper filing of minutes
• Keep track and handle proper filing of documents and agreements
• Maintain and update CRM database, especially Salesforce
• Support major events such as (1) Asia Business Forum for Business School students on a quarterly basis and (2) Management Advisory Board meetings or other events where required
• Support management of meetings, appointments and logistics matters for key corporate or university partner visits

Finance and Procurement matters

• Collate budget and expenditure data and monitor budget utilisation
• Submit finance claims, process payments to parties, such as vendors and suppliers in the NUS systems
• Support general procurement of services, corporate gifts and logistical items for events, where necessary. This also includes pre-procurement activities, such as obtaining product information, cost comparison, negotiation with vendors, getting vendors onboard the NUS systems (where necessary) and placing orders.
• Overall vendor management which includes following up with vendors if necessary for outstanding orders or errors incurred
• Verify incoming invoices and ensure that details are in accordance with the purchase order, delivery order and abide by the NUS policy
• Verify and file bills of office equipment (copier machine and phone lines) and transport cards (cab charge) and obtain approval for payment
• Arrange / collate the printing of business cards for the departments

General Office Support

• Handle the departments' general email mailbox
• Coordinate and support mail despatch, filing, collect mails and more
• Assist and coordinate with courier service for delivery of documents, mails and more
• Procure the departments’ necessities which includes office and pantry supplies, stationeries, etc
• Perform any other duties as assigned by the Reporting Manager

• Diploma holder in any discipline with at least 5 years of relevant administrative experience/Degree holder
• Prior experience in procurement and knowledge of SAP, Ariba System or Salesforce would be advantageous
• Meticulous, well-organized and able to multi-task
• Strong verbal and written communication skills
• Possess good interpersonal skills and able to work well in teams and take part in cross-team projects
• Well-versed in Microsoft Office applications (Outlook, Word, Excel, PowerPoint), Adobe Acrobat (PDF)

(Appointment job grade will commensurate with the selected candidate's experience)

Location: Kent Ridge Campus

Organization: School of Business

Department : Dean's Office (BIZ)

Employee Referral Eligible: No

Job requisition ID : 26857