Job Purpose

The AI Centre for Educational Technologies (AICET) is a research centre that is focused on developing technologies to improve learning. AICET collaborates with the Ministry of Education, Singapore and the National University of Singapore on various projects to build systems that provide immediate personalised feedback to the students, providing content that adapts to their performance, and improve assessment and grading efficiency and effectiveness.

Job Description

AICET is seeking a proactive and detail-oriented Personal Assistant to support the Director, with a primary focus on calendar and scheduling management, alongside stakeholder coordination and general administrative support. The successful candidate will be a trusted right hand to the Director, regularly corresponding and scheduling with senior stakeholders, where professionalism, accuracy, and tact are essential.

Key Responsibilities

Calendar & Scheduling Management (Main Duty)

• Manage the Director's calendar, including scheduling and prioritising meetings, appointments, and events
• Anticipate and resolve scheduling conflicts proactively
• Send timely reminders and ensure the Director is well-prepared for upcoming engagements
• Manage multiple calendars across platforms, including scheduling recurring 1:1 sessions and team meetings

Stakeholder Liaison

• Serve as a point of contact between the Director and internal/external stakeholders, including NUS departments, industry partners, government agencies, and international collaborators
• Correspond and schedule directly with senior-level stakeholders, including senior management, government officials, and industry leaders, maintaining a high standard of professionalism and protocol at all times
• Coordinate meeting logistics with stakeholders, including venue booking and follow-ups
• Draft and manage correspondence on behalf of the Director with discretion and sound judgement

Travel & Itinerary Management (Minimal)

• Submit travel requests to the Dean's Office for the Director's upcoming trips
• Work with hosts to arrange domestic and international travel, including flights, accommodation, and transport
• Prepare detailed itineraries, ensuring all logistics (timings, venues, contacts) are clearly documented
• Handle last-minute travel changes and troubleshoot issues while the Director is travelling

General Administrative Support

• Manage the Director's expense claims and reimbursements as needed (travel is minimal)
• Occasionally prepare tokens of appreciation for the Director to present to hosts during official visits, including purchasing and gift-wrapping
• Handle confidential information with the utmost discretion
• Screen emails, and correspondence, prioritising and responding where appropriate
• Perform other ad-hoc duties as assigned by the Director

Qualifications

• Diploma or Degree in Business Administration, Office Management, or a related field
• Minimum 5 years of experience as a Personal Assistant, Executive Assistant, or in a secretarial role, preferably supporting senior management or academic leadership
• Excellent organisational and time-management skills, with the ability to multitask and prioritise effectively
• Strong written and verbal communication skills
• Proficient in MS Office (Word, Excel, PowerPoint, Outlook) and calendar management across different platforms, including Zoom
• High level of discretion and professionalism in handling confidential matters
• Demonstrated experience engaging confidently and appropriately with senior executives, academic leadership, or high-ranking officials
• Able to work independently, exercise sound judgement, and remain calm under pressure
• Experience in a university, research, or academic environment is an advantage

Only shortlisted applicants will be notified.

AICET is part of the National University of Singapore. Learn more at aicet.comp.nus.edu.sg