Admin Associate (6-Month Contract)

About The Department

Office of Innovation & Enterprise (OIE) is SUTD's industry engagement arm, connecting faculty research with industry partners to create an impact.

Why You'll Love This Role

Provide hands-on operational and coordination support across OIE's partnership verticals, with a focus on Aviation, Healthcare, Cities, and Sector D (Defence & National Security). You will help plan and execute stakeholder engagements, maintain data and documentation, and keep administrative workflows running smoothly.

This is a generalist coordination role suited for someone organised, adaptable, and comfortable working across multiple sectors simultaneously. You will support senior team members in delivering events, meetings, and governance activities, gaining broad exposure to SUTD's industry partnerships landscape.

What You'll Do

A. Events & Engagement Support (45%)

Support the planning and logistics for visits, workshops, partner meetings, and signing ceremonies across the Healthcare, Cities, and Sector D verticals.

• Help coordinate stakeholder availability and develop visit programmes

• Prepare briefing materials, runsheets, and logistics plans under guidance from sector leads

• Book venues, arrange catering, parking, AV/IT support, and room setup

• Assist on event day: signage, visitor reception, usher, troubleshooting

• Handle post-event follow-up: thank-you notes, photo distribution, teardown

• Support MoU ceremony logistics (backdrop, folders, photographer coordination) as needed

• Maintain event calendar and help manage the pipeline of upcoming engagements

B. Governance & Meeting Support (25%)

Provide administrative support for steering committees and governance forums.

• Schedule multi-party meetings and manage attendee coordination

• Collate and distribute pre-read materials and agenda packs

• Arrange meeting logistics (venue, hybrid/VC setup, catering)

• Take meeting minutes and distribute within agreed timelines

• Maintain action trackers and follow up on outstanding items

C. Financial & Procurement Support (15%)

Assist with day-to-day financial administration for events and programmes.

• Help verify invoices and route for approval

• Obtain quotations and submit purchase requests for event supplies

• Track expenditure against budgets and flag variances

• Receive and verify goods/services

D. General Coordination & Ad Hoc (15%)

Provide cross-cutting support to keep things moving.

• Liaise with internal units (Procurement, Facilities, IT, Marketing) for cross-functional needs

• Help prepare simple partner briefing notes using existing templates

• Draft and coordinate event EDMs with Marketing

• Manage RSVP tracking and attendee lists

• Contribute to improving checklists, templates, and SOPs where opportunities arise

Who We Are Looking For

• 1 - 3 years in a coordination, events, or administrative support role

• Experience supporting multi-stakeholder meetings or events (corporate, government, or academic settings)

• Comfortable handling logistics: venues, catering, AV, scheduling

• Good organizational skills with ability to juggle multiple tasks

• Clear written and verbal communication

• Attention to detail for documentation, briefs, and financial paperwork

• Proficient in Microsoft Office (Excel, Word, PowerPoint, Outlook)

• Comfortable learning new systems (CRM/engagement databases, calendar tools)

• Reliable and proactive - takes ownership of assigned tasks

• Adaptable and willing to pitch in across different sectors and workstreams

• Professional and tactful when interacting with senior stakeholders

• Calm under pressure flexible with changing priorities

• Discreet with sensitive information

Nice to Have

• Experience in higher education, research institutions, or government/public sector
• Familiarity with healthcare, built environment, sustainability, or defence sectors
• Experience with CRM or engagement tracking systems
• Diploma or degree in Business, Communications, Events Management, or related field

What We Offer

Exposure:

• Broad view of SUTD's partnership ecosystem across healthcare, cities, and defence
• Interaction with senior industry, government, and academic stakeholders
• Hands-on experience in institutional event management and partnership operations

(This role is hired on a 6-month contract)