Executive Assistant, Faculty of Dentistry (NUSDen)

Interested applicants are invited to apply directly at the NUS Career Portal. Please note your application will only be processed if you apply via NUS Career Portal.

NUS Career Portal link - https://careers.nus.edu.sg/job/Executive-Assistant%2C-Faculty-of-Dentistry-%28NUSDen%29/33952-en_GB/

We regret that only shortlisted candidates will be notified.

Executive Assistant to the Dean

Looking for a role where your organizational skills and tech-savviness can truly shine

If you have built a solid foundation in administration or executive support, you are likely ready for a role that offers professional growth, operational ownership, and a modern, efficient work environment where your proactive drive is highly valued.

At NUS Dentistry (NUSDen), we are shaping the future of oral healthcare, clinical education, and research. Behind our state-of-the-art clinical facilities and academic programmes is a fast-paced, dynamic Dean's Office. We are looking for a progressive Executive Assistant (EA) to support our Dean. We want someone who is intrinsically motivated, takes pride in flawless execution, and is eager to leverage digital workflows and AI productivity tools to keep our Dean's Office running smoothly.

If you bring a warm, professional energy to stakeholder relations, love the satisfaction of a perfectly managed calendar, and want to ensure our daily operations run with clinical precision, this is the perfect next step for your career.

Why This Role is a Great Fit for You

• A Modern Work Style: We don't believe in doing things the hard way just because that's how it's always been done. If you are eager to use AI tools (like ChatGPT or Copilots) to draft communications, organize data, or streamline scheduling, you will find a highly supportive environment here.
• Professional Visibility: Working directly with the Dean and the Head of Administration, you will interact with senior university leaders, ministry officials, clinical partners, and international guests, building your professional confidence and network.
• Clear Ownership: You will fully own the daily operations of the Dean's calendar and logistics, giving you the autonomy to organize your work and deliver excellent results.

Your Areas of Focus (a summary)

• Calendar & Schedule Management: Proactively manage, optimize, and de-conflict the Dean's complex daily schedule. Anticipate needs, protect administrative desk time, and coordinate leadership coverage when the Dean is away.
• Relationship Management & Comms: Act as the primary gateway and professional face of the Dean's Office. Build trust and manage communications with diverse stakeholders (including clinical staff, students, and external partners) with diplomacy, discretion, and absolute confidentiality.
• Logistics & Meeting Support: Coordinate travel itineraries, prepare meeting dossiers, draft meeting minutes, and track action items to ensure nothing falls through the cracks.
• General Administration & Mailbox Coordination: Manage expense claims, triage the general mailbox, and securely administer approval workflows for documents in strict compliance with university guidelines.
• Project & Digital Initiatives: Assist with ad-hoc data collection, coordinate central office requests, and adopt digital/AI tools to keep our office processes efficient.

Who We Are Looking For

• The Experienced Professional: Around 3 to 5 years of experience in executive support, secretarial, or administrative roles. Experience in healthcare, or higher education, or the public sector is a plus, but your organizational capability is what matters most.
• The Resilient Problem-Solver: A calm, solution-oriented attitude. The Dean's schedule is highly dynamic due to academic, clinical, and research commitments you are someone who can pivot with clinical precision when things change last minute.
• The Tech-Forward Adapter: Comfortable with technology and eager to learn. Whether you already use AI tools to work smarter or are highly willing to learn how to use them swiftly, you possess a continuous-improvement mindset.
• The Strong Communicator: Clear, polished, and professional written and verbal communication. You can draft emails and basic reports with minimal supervision.
• The Highly Discreet Partner: Able to handle sensitive matters (such as VIP visits, academic reviews, or clinical-administrative documents) with absolute accuracy, confidentiality, and professionalism.

What We Offer

• A competitive salary and comprehensive NUS benefits.
• A supportive, professional, and collaborative team culture at Kent Ridge.
• Opportunities to learn and implement modern digital and AI productivity tools to elevate your administrative career.