Job Description

The Executive Assistant (EA) to Prof Andrea B. Maier plays a critical role in enabling the efficient and effective functioning of Prof Maier’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 Prof Maier’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 Prof Andrea B. Maier.

Key Responsibilities

Executive Support and Calendar Management

• Manage and maintain Prof Maier’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 Prof Maier and the NUS Academy for Healthy Longevity.
• Maintain confidentiality and handle sensitive information with utmost discretion.

Stakeholder Engagement and Communication

• Facilitate effective communication between Prof Maier 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 Prof Maier professionally and courteously in all interactions.

Qualifications

Education and Experience

• Minimum of 10 years of experience as an Executive Assistant supporting senior-level executives.
• Experience in managing complex calendars and coordinating international travel.

Skills and Competencies

• 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.

Alignment with NUS Academy for Healthy Longevity Mission

The Executive Assistant will directly contribute to the NUS Academy for Healthy Longevity’s mission by providing seamless support to its Co-Founder and Director. By optimizing Prof Maier’s operational efficiency, the EA enables Prof Maier to focus on strategic leadership, pioneering research in precision geromedicine, and advancing the Academy’s goals of delaying ageing and prolonging healthy life. The EA’s role is integral to fostering an environment of excellence and innovation within the Academy.