The Executive Assistant will provide secretariat support, act as a liaison between I&I Office and internal and external stakeholders, handling administrative tasks and event planning for I&I Office as assigned.
MAJOR DUTIES AND RESPONSIBILITIES
(A) SPECIFIC
1. Secretariat Support and Meeting Coordination
a. Coordinate with internal and external parties to ensure all meeting arrangements are in place.
b. Arrange for meeting facilities, equipment, and any other logistical needs.
c. Prepare meeting materials, disseminate meeting agendas and relevant documents, and write meeting minutes.
2. Communication and Correspondence
a. Manage emails and other forms of correspondence in I&I common accounts.
b. Ensure timely and accurate dissemination of information to relevant parties.
3. Office Administrative and Event Planning
a. Assist in the planning and execution of departmental/campus events such as monthly Innovation & Improvement engagement programmes, training, annual festival and department bonding activities.
b. Manage the department’s fixed assets (e.g. laptops), office equipment and inventory such as stationery.
c. Assist in the administrative support for the onboarding and offboarding of staff.
d. Assist with procurement, payment processes and tracking of programme fund expenditure.
e. Assist with other office administrative duties.
(B) GENERAL
1. Support NHG Initiatives: Assist in new or revised NHG initiatives, programs, and events at the cluster level.
2. Corporate Event Support: Assist in the planning and support of corporate events as necessary.
JOB REQUIREMENTS
(A) EDUCATION, TRAINING AND EXPERIENCE
- Minimally hold a recognised Diploma in any discipline.
- More than 2 years of relevant working experience, preferably in the healthcare sector.
- Comfortable with uncertainty in work assignments.
- Good organisational skills, ability to multi-task and forward-thinking.
- Good written and communication skills.
- Proficiency in Microsoft Office.
(B) PERSONAL ATTRIBUTES
- Meticulous, resourceful and proactive.
- Good interpersonal skills with the ability to work as part of a team and independently, cross-functional collaboration and stakeholder management.
