Senior Executive, Administrative Support

The Air Traffic Management Research Institute (ATMRI) at Nanyang Technological University (NTU), Singapore, was established in 2013 through a collaboration between NTU and the Civil Aviation Authority of Singapore (CAAS). Its mission is to conduct cutting-edge research in air traffic management (ATM) to support Singapore's position as a leading air hub and drive innovation in the Asia-Pacific region.

ATMRI focuses on modernizing and harmonizing regional airspace operations to sustain the rapid growth of air transportation in the region. Its strategic research areas include artificial intelligence and data analytics for ATM, urban aerial transport systems, regional ATM modernization, exploratory studies on emerging technologies, and talent development through PhD programs.

The institute aims to generate world-class ATM research, find innovative solutions, and catalyze transformation in the field. It plays a pivotal role in advancing the efficiency, safety, and sustainability of air traffic management systems.

The Senior Executive, Administrative Support provides executive, administrative and operational support to the Director of ATMRI, enabling the effective coordination of the Institute's research programmes, stakeholder engagements and governance activities. The incumbent will manage meetings, correspondence and follow-up actions, coordinate with internal and external partners, support project reporting, audits and compliance requirements, and help streamline administrative processes to ensure the smooth and efficient operation of the Institute.

Responsibilities:

• Manage the Director's calendar, meetings, correspondence and official engagements.

• Prepare meeting agendas, materials, minutes and track follow-up actions.

• Coordinate engagements, workshops and visits with CAAS, ICAI, industry, academic and government partners.

• Support the Director in strategic initiatives, research programmes, governance matters and management reporting.

• Coordinate administrative, procurement, finance, HR, facilities, IT asset and records-management matters.

• Maintain accurate project, financial and administrative records in accordance with NTU, grantor and audit requirements.

• Support project monitoring, claims submissions, audits, compliance reviews and reporting exercises.

• Prepare dashboards, progress updates, presentations and management reports.

• Improve administrative workflows through process standardisation, digitalisation and automation.

• Serve as a key coordination point between the Director, ATMRI teams, NTU corporate offices and external stakeholders.

• Undertake other duties and special projects assigned by the Director.

Requirements:

• Bachelor's degree from a recognised university.

• At least 4-6 years of relevant experience in executive support, research administration, programme management or operations.

• Experience supporting senior management and coordinating multiple stakeholders.

• Good understanding of procurement, finance, records management, project coordination and compliance processes.

• Strong organisational, communication and stakeholder-management skills.

• Proficient in Microsoft Office, particularly Excel and PowerPoint.

• Able to manage confidential information, competing priorities and tight deadlines with sound judgement.

• Meticulous, proactive, resourceful and able to work independently in a fast-paced environment.

• Experience in a university, research institute, aviation or government-funded programme would be an advantage.

We regret that only shortlisted candidates will be notified.