Senior Executive, Administration (1-year contract)

Posting Start Date: 21/04/2026

Job Description

The Memory Aging and Cognition Centre (MACC) is looking for a dedicated and experienced Senior Executive, Administration to play a pivotal role in supporting research studies and clinical trials through comprehensive administrative and operational assistance. This position involves close collaboration with various stakeholders and departments to ensure smooth functionality of the centre.

Key Responsibilities

Grant Administration (Pre- and Post-Award)

• Collaborate with Principal Investigators to prepare and submit grant applications, ensuring accurate budgeting and timely compilation of all required documents.
• Assist in drafting and submitting annual progress reports and any necessary grant variation documentation.
• Act as a liaison with NUHS Research Office and funding agencies to clarify queries and ensure compliance.
• Organise and maintain comprehensive records of all grant-related documentation and correspondence.

Grant Finance Management

• Oversee financial transactions for research accounts, ensuring accuracy and adherence to grant and institutional policies.
• Maintain meticulous transaction records to facilitate transparency and auditing processes.
• Prepare cash flow projections, quarterly financial claims, and annual reports, meeting all deadlines.

HR-Related Administration

• Support recruitment efforts by coordinating processes and conducting necessary fund checks to guarantee budgetary sufficiency.
• Track employment contract periods and facilitate timely renewals with appropriate endorsements.
• Coordinate and schedule mandatory training and professional development activities for research staff.

General Administration and Operations

• Assist with planning and managing research space resources including workstations, laboratories, and meeting rooms to optimise utilisation.
• Serve as the primary contact point for operational concerns raised by the research team, ensuring prompt resolution.
• Manage procurement activities such as obtaining quotations, placing purchase orders, vendor communications, and invoice processing.
• Maintain an up-to-date inventory of centre assets and support regular asset verification and audit exercises.
• Coordinate IT-related administrative requests, including ensuring proper system access and equipment allocation for team members.

This role requires proactive engagement, excellent organisational skills, and the ability to manage multiple priorities in a dynamic environment.

Qualifications

• A recognised bachelor's degree in any discipline; degrees related to business administration, finance, or healthcare management are particularly advantageous.
• Strong proficiency in Microsoft Office suite, encompassing Word, Excel, and PowerPoint, for effective documentation and presentation preparation.
• Excellent organisational capabilities with meticulous attention to detail and a demonstrated ability to coordinate multiple tasks simultaneously.
• Effective communication and interpersonal skills to foster collaboration with diverse stakeholders including researchers, finance teams, and external partners.
• Capacity to work independently and efficiently in a fast-paced research environment, demonstrating initiative and sound judgement.
• Prior experience or knowledge in grant administration and financial management will be considered a significant added advantage.

Req ID: 32564