Established in 1981, the School of Mechanical & Aerospace Engineering (MAE) has grown into a leading institution recognized for its academic excellence, cutting-edge research, and innovative spirit. Today, MAE is home to over 90 distinguished faculty members and a vibrant community of more than 3,000 students, shaping the future of engineering through education, research, and industry collaboration.

We are seeking highly motivated individuals to join our team as a Senior Executive.

Job Description

The Senior Executive will support the Head of Faculty Affairs in managing faculty operational and administrative matters, ensuring the Faculty Affairs Office delivers accurate, timely, and efficient services.

As a Senior Executive, you will play a key role in driving operational excellence across a range of administrative functions within the School of Mechanical and Aerospace Engineering. Based at NTU’s main campus, you will be part of the school’s central administrative team, providing dedicated support to faculty members and contributing to the smooth functioning of academic operations.

Key Responsibilities, but not exhaustive:

Executive & Secretarial Support:

• Provide comprehensive administrative support to faculty including procurement, claims, travel arrangements, and document submissions.

• Provide secretariat support for committees and meetings, including booking of meeting rooms, agenda preparation, minute-taking, and follow-up actions.

• Maintain confidentiality and handle sensitive documentation with accuracy and discretion.

• Support digitalisation initiatives and contribute to streamlining workflows and improving service delivery.

• Maintain up-to-date records and assist in the preparation of reports, presentations, and internal communication materials.

• Liaise with internal departments (e.g., Finance, HR, Research Office) and external vendors to resolve, compliance, and process-related issues.

• Perform any other duties as assigned to support the team’s and school’s objectives.

Space Management:

• Provide administrative support to the Head, Faculty Affairs for research focused laboratory spaces, School’s renovation and any other ad-hocs projects.

Events & Engagement:

• Organise and support planning as well as execution events such as school-level and department-level meetings, events, seminars, workshops, retreats and academic visits, including logistics, funding arrangements, and documentation.

Faculty Appointment Administration Support:

• Datamining and profiling of potential international candidates; create database for easy references.

• Liaise with School’s HR and Shared Services team to advance Faculty appointment, re-appointment, and related processes and ensure smooth execution of administrative process.

• Maintain up-to-date records and assist in the preparation of reports, presentations, and internal communication materials

• Perform any other duties as assigned to support the team’s and school’s objectives.

• Serve as key support to school management for faculty recruitment-related publicity materials.

Research Administration Support:

• Provide support and assist PIs in managing research grant budgets or any other research-related queries.

• Prepare and consolidate research data and indicators for reporting and submission.

• Serve as key support to school management for research-related publicity materials.

• Represent the school in various initiatives as assigned.

Qualifications:

• Degree in Business Administration, Management, Education, or related field.

• 3–5 years of professional administrative experience, ideally in higher education or faculty-recruitment or research-intensive settings.

• Proven experience supporting leaders and managing complex workflows (travel, events, scheduling, logistics).

• Strong organisational and time-management skills with the ability to meet deadlines.

• Demonstrated adaptability and resilience, with the ability to adjust to evolving priorities.

• Excellent interpersonal and written communication skills.

• Proficiency in productivity and collaboration tools; familiarity with Workday and Ariba preferred.

You’ll Thrive in This Role if You Are:

• Calm under pressure and able to juggle competing priorities.

• Detail-oriented yet adaptable to academic environments.

• A strong relationship builder who anticipates needs and takes initiative.

• Reliable, discreet, and responsive in supporting both faculty members and leadership.

• Willing to learn, with openness to acquiring new skills and knowledge as required.

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