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)