Manager (Secretariat & Planning)

[What the role is]
Plaque of Commendation (Gold) – NTUC May Day Awards 2026

Most Positive Workplace Collaboration Award – Singapore International Chamber of Commerce (SICC) Awards 2025

The Straits Times Singapore’s Best Employers for 2024, 2025 & 2026

The Manager, Secretariat & Planning, will support the Registrar’s Office in overseeing key governance, secretariat, student discipline, planning and graduation-related functions at Singapore Polytechnic. The role involves coordinating complex administrative processes, supporting senior management and governance platforms, engaging a range of stakeholders, and guiding team members to ensure effective delivery of the Office’s responsibilities.

[What you will be working on]

- Lead and coordinate secretariat support for key governance platforms, such as Board of Studies, Board of Governors, and relevant management committees.
- Plan and prepare meeting agendas, papers, minutes, submissions and follow-up actions, ensuring accuracy, timeliness and alignment with established governance protocols.
- Liaise with internal and external stakeholders, including Schools, Departments, MOE and other relevant parties, on Board, academic and governance-related matters.
- Support Board renewal and related governance processes, including coordination of documentation, communications and submissions.
- Provide secretariat and advisory support for student disciplinary matters, including preparation of case documentation, minutes, notifications and outcome letters.
- Advise on the application of student disciplinary frameworks, precedents and processes, and support reviews or refinements where required.
- Lead the planning and coordination of graduation ceremonies and related activities, including session planning, guest speaker nominations, scripts, procession notes and stakeholder communications.
- Support the Registrar and senior management in departmental planning, coordination, reporting, incident management, coordinating of visits and strategic initiatives.
- Supervise and guide team members to ensure effective work planning, execution, service delivery and continuous improvement.
- Use digital, productivity and multimedia tools to support meeting preparation, event execution, documentation and workflow efficiency.

[What we are looking for]

- A university degree in any discipline.
- At least 4 years of relevant experience in governance, corporate secretariat, academic administration, student affairs, policy administration, regulatory compliance or related functions.
- Experience in an Institute of Higher Learning, public sector agency or statutory board, with exposure to supporting Boards, management committees, disciplinary processes or formal secretariat work, would be an advantage.
- Strong writing skills, with the ability to prepare clear, accurate and well-structured papers, minutes, letters and reports.
- Strong analytical, critical thinking and judgement skills, with the ability to interpret policies, frameworks and precedents appropriately.
- Excellent organisational, planning and coordination skills, with the ability to manage multiple deadlines and stakeholders.
- Good stakeholder engagement and communication skills, including the confidence to liaise with senior management and external agencies.
- Proficiency in Microsoft 365 and digital productivity tools, including Word, Excel, PowerPoint, Teams and AI-enabled tools.
- Meticulous, discreet and professional, with a strong sense of accountability and service orientation.
- Experience in supervising staff or leading teams would be preferred.

Successful candidate will be offered a 2-year contract in the first instance.

If you are shortlisted for the position, you should hear from us within 30 days of the closing date of the advertisement.