Executive / Personal Assistant to Vice Dean (Research), Research Support Unit

Job Purpose:

The Assistant Manager / Personal Assistant to Vice Dean (Research) is responsible to provide secretarial and administrative support to Vice-Dean (Research) to ensure efficient operations of the VDR's office on a day-to-day basis.

Duties & Responsibilities

1.  Provide management support for Vice-Dean’s (VDR) office

  • Draft emails and letters
  • Coordinate VDR’s overseas travel
  • Schedule appointments and meetings
  • Prepare expense claim forms and leave application forms, and maintaining accurate records
  • Provide hospitality to guests and visitors
  • Maintain an effective filing system
  • Organize School-related functions hosted by VDR office, including seminars, lunches, dinners
  • Send out invitations to guests and monitor replies
  • Confirm guest list and keep VDR informed
  • Coordinate and liaise with different departments and external parties to arrange the logistics and hospitality for visitors
  • Assist VDR in seeking Dean’s approval for various types of leave
  • Organize travel arrangements: applying for visas, booking flights, making accommodations and land transfers etc.
  • Prepare the overseas travel folder
  • Submit expense claims after the trip
  • Coordinate and schedule meetings between VDR and team members of Research Support Unit
  • As needed, provide secretarial support to RSU
  • Assist VDR to prepare weekly readings and notes
  • Upload the readings and lecture notes to IVLE for students
  • Liaise with students and schedule the meetings for them to meet VDR during office hours
  • Work with AA regarding Faculty meetings, PhD committee meetings, student recruitment and PhD admission
  • Schedule the Dean's meeting with Research Centre directors
  • Coordinate with centre administrators regarding job talks, conferences, seminars and meetings
  • File the centres’ updates and papers
  • Organise Research centres and RSU’s team building event
  • Handle general inquiries and undertake ad hoc projects as directed or requested
  • Possess a Degree from a relevant discipline or its equivalent
  • Possess a minimum of 1 -3 years of relevant working experience
  • Independent worker who is well-organized, ability to multitask, meticulous, discreet and a good team player with initiative and resourcefulness
  • Possess good interpersonal skills
  • Possess good written and spoken communication skills
  • Proficient in Microsoft Office applications (especially Excel, Word & Powerpoint)

2.  Coordinate events and facilitate visits to VDR’s office

3.  Manage VDR’s overseas trips

4.  Research Support Unit

5.  Assist VDR for his classes and teaching preparation and work with Academic Affairs and Admissions Unit

6.  Research Centres

7.  Ad Hoc Projects

8. All the above to be done in a responsive, timely, and impeccable manner.


Qualified candidates are invited to send profiles in MS Word format to the following consultant:

Name:                       Nancy Teo

EA No.:                     R1106963

Direct line:               6384 1250

Email address:   nancy.teo@hrm3asia.com.sg

All applications are treated in strictest confidence.

We regret that only short listed candidates will be notified.

HRM3 Asia Pte Ltd

Licence No. 00C4167