Job Description

Role Purpose

The Executive Assistant (EA) to the Director plays a pivotal role in facilitating the efficient and effective functioning of the Director’s diverse responsibilities as Co-Founder and Director of the NUS Academy for Healthy Longevity. This role requires a highly organized, proactive, and discreet individual who can anticipate needs, manage complex schedules, and provide comprehensive administrative and strategic support in a dynamic academic and research environment. The EA will be instrumental in ensuring the Director’s time is optimized for strategic initiatives, research leadership, and the advancement of the Academy’s mission to pioneer precision geromedicine.

Reporting Structure

The Executive Assistant will report directly to the Director.

Key Responsibilities

Executive Support and Calendar Management

• Manage and maintain the Director’s complex and demanding calendar, including scheduling meetings, appointments, and travel arrangements (flights, accommodation, ground transportation).
• Prioritize and coordinate internal and external meetings, ensuring all necessary materials are prepared in advance.
• Act as a primary point of contact, screening and directing communications to ensure timely and appropriate responses.
• Prepare itineraries and detailed travel plans and compile expense reports.

Administrative and Operational Support

• Organize and maintain physical and electronic filing systems, ensuring efficient retrieval of documents.
• Coordinate and prepare materials for board meetings, committee meetings, and other high-level gatherings, including agendas, minutes, and follow-up actions.
• Manage office supplies and equipment and liaise with IT and other support services as needed.
• Assist in the organization of academic events, seminars, workshops, and conferences hosted by or involving the Director and the NUS Academy for Healthy Longevity.
• Maintain confidentiality and handle sensitive information with utmost discretion.

Stakeholder Engagement and Communication

• Facilitate effective communication between the Director and internal stakeholders and external partners.
• Prepare and disseminate communications on behalf of Prof Maier, ensuring consistency in messaging and adherence to institutional guidelines.
• Represent the Director professionally and courteously in all interactions.

Qualifications

• Minimum O Levels education and 10+ years of experience as an Executive Assistant supporting senior-level executives, managing complex calendars and coordinating international travel.
• Exceptional Organizational Skills: Proven ability to manage multiple priorities, meet deadlines, and maintain meticulous attention to detail.
• Proactive and Resourceful: Ability to anticipate needs, take initiative, and solve problems independently.
• Excellent Communication: Superior written and verbal communication skills, with the ability to interact effectively with diverse stakeholders at all levels.
• Discretion and Confidentiality: Demonstrated ability to handle sensitive information with the highest level of discretion and professionalism.
• Technical Proficiency: Proficiency in Microsoft Office Suite and experience with virtual meeting platforms (Zoom, Microsoft Teams).
• Adaptability: Ability to thrive in a fast-paced, dynamic, and intellectually stimulating environment.
• Interpersonal Skills: Strong interpersonal skills with a professional and approachable demeanor.

More Information

Location: Kent Ridge Campus

Organization: Yong Loo Lin School of Medicine

Department : Medicine

Employee Referral Eligible: No

Job requisition ID : 29904