Executive/Senior Executive (Administration & Support), Strategic 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/

Why Join Us?
This role offers the opportunity to drive operational excellence within the Strategic Relations department, while also contributing to university-wide initiatives. If you are a structured, detail-oriented professional who thrives in a dynamic environment, we invite you to apply!

We are seeking a highly organized and detail-oriented Executive/Senior Executive, Administration & Support to oversee and coordinate the administrative, finance, contract management, procurement, and logistical functions of the Strategic Relations department. This role also involves providing operational support to the Corporate Communications department on selected tasks.

1. Contract Management

• Serve as the Contract Manager, overseeing the end-to-end process for Memorandums of Understanding (MOUs), Student Exchange Programme Agreements (SEPA), and other assigned agreements
• Assist the Contract Owner in managing and monitoring contract delivery and outcomes in accordance with agreed terms throughout the NUS contract lifecycle
• Act as the liaison between internal subject matter experts (e.g., Legal, Data Protection Office) and external partner universities to align and finalize contract terms
• Facilitate signatory approvals, ensure proper e-filing of documents, and submit MOUs and agreements in the NUS system

2. Administrative and Logistical Support
a) Travel Arrangements

• Arrange travel for senior advisors and staff, including flight bookings, accommodation, visa applications, travel claims, and necessary approvals in accordance with NUS policies

b) Meetings and Events Support

• Coordinate internal and external meetings, including venue booking, name tents, corporate gifts, and refreshments
• Handle minute-taking for key departmental and school-level meetings, ensuring timely documentation and proper filing
• Support major events led by Strategic Relations, including partner visits, meetings, and key university engagements

c) Finance, Procurement and Budget Management

• Collate budget and expenditure data while monitoring budget utilization
• Submit finance claims and process payments for vendors and suppliers via the NUS system
• Support the procurement of services, corporate gifts, and logistical items for events, including:
  • Conducting cost comparisons and vendor negotiations
  • Managing pre-procurement activities and onboarding vendors onto the NUS system
  • Ensuring invoice verification aligns with purchase orders and NUS policies
• Arrange and manage the printing of business cards for departments
• Maintain and update the unit’s Salesforce database
• Handle the procurement of office essentials (stationery, pantry supplies, etc.)
• Manage the department’s general email mailbox

3. Corporate Communications Support

• Coordinate and support the logistics and operations for the annual Commencement Ceremony
• Liaise with academic and programme departments to ensure timely updates of website content and generate monthly website analytics reports
• Circulate internal news updates via emails and digital signage
• Maintain and update department directories

4. General Office Support

• Perform any other administrative duties as assigned by the Reporting Manager

• Degree in any discipline with at least 4 to 5 years of relevant experience in administration and contract management.
• Strong written and verbal communication skills
• Prior experience in contract management and familiarity with Salesforce will be highly advantageous
• Meticulous, well-organized, and able to multi-task effectively in a dynamic environment
• Strong interpersonal skills; ability to collaborate well within teams and across departments
• Proficiency in Microsoft Office (Word, Excel, PowerPoint), Adobe, and Canva

(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