Job Description

Senior Administrative Associate (Programme Administration & Grant Management)

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, proactive and detail-oriented Administrative Officer to provide comprehensive administrative support for a research programme. The successful candidate will play a key role in ensuring the smooth day-to-day operations of the programme by coordinating meetings, supporting grant administration, maintaining documentation, and facilitating communications among internal and external stakeholders.

The ideal candidate should possess strong organisational and communication skills, be comfortable managing multiple priorities, and have experience in administrative support within a research, academic, or public sector environment.

Key Responsibilities

Programme Administration

• Provide day-to-day administrative support to the programme management office team.
• Coordinate calendars and organise meetings, seminars and workshops involving multiple stakeholders.
• Organise meeting logistics, including venue booking, virtual meeting arrangements and preparation of meeting materials.
• Perform secretariat duties including accurately recording discussions, decisions and action items, preparing meeting minutes and tracking follow-up actions.
• Maintain programme documentation, filing systems and administrative records.

 Grant Management Support

• Support the administration of research grants throughout their lifecycle.
• Coordinate grant calls, submission timelines and review schedules.
• Facilitate communications with applicants, reviewers and committee members.
• Coordinate scientific review meetings and panel discussions.
• Track grant submissions, review outcomes, funding decisions and reporting milestones.

Financial and Procurement Support

• Assist with procurement requests, purchase requisitions and invoice processing.
• Monitor administrative budgets and expenditure records where required.
• Support travel arrangements and claims processing in accordance with organisational policies.

General Administrative Support

• Prepare reports, presentations and briefing materials.
• Coordinate events, workshops and programme-related activities.
• Maintain confidentiality of sensitive information and documentation.
• Perform other administrative duties as assigned.