Senior Admin Associate, Research Administration Support

Job Description

Role & Responsibilities

The Artificial Intelligence (AI) in Drug Discovery (AIDD), hosted by the Singapore Agency for Science, Technology and Research (A*STAR), is Singapore's national programme for the utilization of AI in drug discovery. AIDD will develop novel machine learning models and algorithms towards the discovery and validation of drug targets, biomarkers, and molecular entities as therapeutics.

We are seeking a highly organised and service-oriented Senior Admin Associate to provide dependable, day-to-day administrative and secretarial support for the AIDD programme. This is an operational support role suited to someone who takes pride in ensuring that routine administrative work is completed promptly and professionally. The role requires strong organisation, close attention to detail, good written and verbal communication, and the ability to manage multiple requests and deadlines.

A substantial part of the role involves managing calendars, supporting guest visit arrangements, coordinating and setting up physical and virtual meetings, maintaining records and following through on administrative actions.

Applicants with practical experience using Ariba for procurement administration, including Invitations to Quote (ITQs) and small-value purchases (SVPs), are preferred, but this experience is not essential. Experience supporting tender exercises is advantageous but not essential. Experience in a research, academic or public-sector environment would also be useful.

Key Responsibilities

Financial and Procurement Support

• Process procurement activities in Ariba, including ITQs, small-value purchases, purchase requisitions, purchase orders and invoice follow-up.
• Obtain quotations, liaise with vendors and internal stakeholders, maintain procurement documentation and follow transactions through to completion.
• Support tender exercises where required; prior tender experience is advantageous but not mandatory.
• Maintain accurate expenditure and procurement records and assist with basic budget tracking.
• Support travel arrangements, reimbursements and claims processing in accordance with organisational policies.

Programme Administration

• Provide reliable day-to-day administrative and secretarial support to the programme management office.
• Manage calendars, schedule appointments and coordinate meetings involving internal and external stakeholders.
• Welcome guests and co-ordinate visit arrangements
• Arrange meeting logistics, including room bookings, visitor access, refreshments, equipment and meeting materials.
• Set up and host Microsoft Teams and other virtual meetings, including issuing invitations, checking meeting links and equipment, admitting participants and providing basic meeting support.
• Perform secretariat duties, including preparing agendas, recording discussions and decisions, drafting minutes and tracking follow-up actions.
• Maintain accurate programme records, contact lists, filing systems, SharePoint sites and other administrative repositories.

Grant Management Support

• Provide administrative support for research grant activities throughout the grant lifecycle.
• Coordinate communications with applicants, reviewers and committee members.
• Arrange scientific review meetings and panel discussions, including all related scheduling and meeting logistics.

General Administrative Support

• Coordinate events, seminars, workshops and other programme activities, including invitations, registrations and on-site logistics and catering.
• Maintain confidentiality and handle sensitive information and documentation with discretion.
• Carry out other day-to-day administrative duties as assigned.