ADMINISTRATION ASSISTANT / EXECUTIVE

Kwong Wai Shiu Hospital; Singapore; On-site; SGD 42,000 - 72,000; Full time

Job summary

Kwong Wai Shiu Hospital is seeking a highly organised Executive Assistant to support the Executive Director Office. The role involves managing calendars, coordinating meetings and preparing briefing materials, while liaising with internal departments and external stakeholders.

The candidate should have a minimum diploma and at least 3 years of executive support experience, with strong MS Office skills and an ability to handle sensitive information discreetly.

Qualifications

• Minimum Diploma in any discipline.
• 3+ years in executive support, administration or operations.
• Experience supporting senior management or in an Executive Office is advantageous.
• Strong written and verbal communication skills.
• Proficient with MS PowerPoint, Excel and Word.
• Able to manage multiple priorities with meticulous attention to detail.

Responsibilities

• Manage the Executive Director's calendar, meetings and related arrangements.
• Coordinate internal and external meetings, agendas and logistics.
• Prepare correspondence, reports, presentations and briefing materials.
• Record, track and follow up on management decisions and actions.
• Handle confidential information with discretion.
• Coordinate procurement requests and administrative documentation.
• Provide secretariat support for committees and meetings.
• Liaise with internal departments and external stakeholders.
• Support organisational improvements and strategic initiatives.
• Extract, analyse operational data and prepare dashboards and reports.

Skills

Diploma

Executive support

Administration

Stakeholder engagement

PowerPoint

Excel

Word

Communication skills

Time management

Multitasking

Education

Diploma (any discipline)

Tools

Microsoft PowerPoint

Microsoft Excel

Microsoft Word

Job description

Job Overview

We are looking for a highly organised, resourceful and proactive individual to support our Executive Director Office.

In this role, you will provide executive and administrative support while coordinating key projects, management matters and organisational initiatives. You will also serve as an important liaison between the Director Office, internal departments and external stakeholders.

This position is suitable for someone who enjoys working in a dynamic environment, is meticulous in following through on matters, and is comfortable supporting both day-to-day operations and organisation-wide initiatives.

Key Responsibilities

1) Executive Director Support

• Manage the Executive Director's calendar, meetings, appointments and related arrangements.




• Coordinate internal and external meetings, including agendas, meeting papers and logistics.




• Prepare correspondence, reports, presentations and briefing materials.




• Record, track and follow up on management decisions and action items.




• Handle confidential and sensitive information with discretion.

2) Office Administration & Coordination

• Coordinate procurement requests, payment submissions and administrative documentation.




• Maintain proper records and electronic filing systems.




• Provide secretariat support for committees, workgroups and management meetings.




• Liaise and coordinate with internal departments and external stakeholders.




• Support improvements to administrative processes and workflows.

3) Strategic Projects & Stakeholder Coordination

• Coordinate projects and organisation-wide initiatives assigned to the Executive Director Office.




• Track project timelines, milestones, deliverables and outstanding actions.




• Follow up with stakeholders to facilitate timely completion of agreed deliverables.




• Liaise with external agencies and relevant organisations where required.




• Support organisational improvement, transformation and strategic initiatives.




• Assist with policy reviews and preparation of management papers, reports and presentations.

4) Data Analysis & Reporting

• Extract, collate and analyse operational data.




• Prepare dashboards, presentations and management reports.




• Monitor key performance indicators and organisational performance.




• Coordinate data collection and reporting requirements across departments.




• Highlight relevant trends, variances and observations for management review.

5) Others

• Perform any other duties as assigned by the Executive Director or reporting officer.

Requirements

• Minimum Diploma in any discipline.




• At least 3 years of relevant experience in executive support, administration, or operations.




• Experience supporting senior management or working in an Executive Office environment would be advantageous.




• Strong written and verbal communication skills.




• Proficient in Microsoft PowerPoint, Excel and Word.




• Strong organisational and time-management skills with the ability to manage multiple priorities.




• Meticulous, resourceful and able to work independently.




• Good interpersonal skills with the ability to engage effectively with stakeholders at different levels.




• Good analytical and problem-solving skills.




• Able to handle confidential and sensitive matters professionally.