Job Description

The Business Executive provides comprehensive administrative and operational support to NCL, ensuring smooth day-to-day operations. This role involves managing procurement and claims, coordinating meetings and travel, supporting project administration, and liaising with internal and external stakeholders.

Key Responsibilities

1. Procurement & Expense Management

• Manage NCL P-Card transactions, including purchases, submission via Concur
• Process staff claims, including operational expenses and travel reimbursements, in a timely and accurate manner
• Source quotations and raise Purchase Orders (POs) in line with procurement procedures

2. Travel Coordination

• Arrange travel logistics for NCL staff, including flights and accommodation
• Prepare and submit post-travel claims through Concur

3. Contract & Financial Coordination

• Monitor expiring contracts and proactively notify relevant stakeholders
• Liaise with Finance to verify receipt of funds and resolve discrepancies where required

4. Meeting & Calendar Management

• Coordinate and schedule meetings, including room bookings and logistics preparation
• Prepare meeting materials and take accurate minutes, including tracking of action items

5. Project & Programme Administration (NCLS)

• Support administrative coordination of NCLS projects, including communication with Governance Board and students
• Arrange meetings, disseminate outcomes, and maintain accurate records
• Monitor student progress, including study timelines and bond obligations

6. Events & Stakeholder Support

• Provide administrative support for student-related events and activities
• Manage sponsorship funds and track event-related expenditures

7. Student Workforce Administration

• Administer student hires under NSWS, including coordination and documentation

8. General Administrative Support

• Provide ad-hoc administrative support as required, including coordination of internal logistics (e.g. catering for meetings/events)

Requirements

• Diploma or Degree in Business Administration or related discipline
• Prior experience in administrative or executive support roles
• Familiarity with Concur and procurement processes will be an advantage
• Proficient in Microsoft Office (Word, Excel, PowerPoint)
• Strong organizational and time management skills with attention to detail
• Good interpersonal and communication skills, with the ability to liaise with diverse stakeholders
• Ability to work independently and manage multiple priorities

Preferred Attributes

• Experience supporting senior management or academic leadership
• Familiarity with NUS systems and processes
• Proactive, adaptable, and resourceful with a strong sense of responsibility