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Executive, Chair's Office
3 days ago
Posted date
3 days ago
Minimum level
OtherJob category

1. Administrative support for facilities matters:
  • Apply security access card for staff and attend to card reader requests
  • Update and maintain floor plans
  • Manage the school's general phone line
  • Set up telephone lines including migration and tagging
  • Assign keys and maintain master keys spreadsheet
  • Conduct routine facilities checks and ensure regular maintenance
  • Liaise with contractors and vendors
  • Maintain WKWSCI distribution lists and facilities role-based account
  • Book teaching facilities
  • Maintain network points
  • Attend to air conditioners' maintenance-related matters
  • Responsible for fault reporting and follow up
  • Attend to renovation projects and maintenance checks
  • Communicate to staff on facilities and safety related matters
  • Conduct safety induction course for new staff
  • Allocate and set up office rooms and desks for new faculty and staff

2. General office administration and support
  • Provide logistical support, for events or activities, which includes handling procurement and payment, food catering and transport arrangements
  • Handle mails and courier matters
  • Update e-mail account for part-time faculty, temporary and research staff
  • Attend to photocopier, fax and booking of facilities
  • Manage mailing, international/local franking
  • Manage and co-ordinate the schedule of student assistants on duty at the Chair's Office reception counter
  • Prepare duty roster for the Chair's Office staff
  • Purchase stationery
  • Process name cards requests.

3. Secretarial and administrative support
  • Schedule meetings and appointments, booking of venues
  • Handle email correspondences of role-based accounts
  • Support overseas travel arrangements and process expense claims
  • Ensure proper record keeping of documents

4. Staff Welfare Committee support
  • Included as a member of the Staff Welfare Committee
  • Generate new ideas for the School's welfare events
  • Responsible for crafting EDM or marketing materials
  • Provide logistical support for events/activities
  • Ensure that the budget assigned to events and activities are utilized accordingly

5. Safety-related activities support:
  • Included as a member of the WKWSCI Safety Committee
  • Take meeting minutes for WKWSCI Safety Committee meetings
  • Assume the role of the School's fire safety emergency coordinator
  • Assist in fire safety, contractor management and business continuity audits
  • Coordinate the annual fire safety posters design competition
  • Conduct weekly safety checks in the building
  • Manage and replenish first aid boxes items

6. Any other ad-hoc administrative duties as assigned from time to time.

  • A Bachelor's degree / Diploma
  • Proficient in Microsoft applications and Adobe Creative Suites
  • At least 3 years of relevant working experience
  • Administrative and facilities management experience in an educational institution would be advantageous
  • Strong in both written and oral communications
  • Organised and meticulous
  • Possess the ability to work effectively with people
  • Able to multi-task and work independently

Hiring Institution: NTU
Related tags
Executive, Chair's Office
3 days ago