Administrative Assistant/Executive

Kwong Wai Shiu Hospital; Singapore; Hybrid; SGD 60,000 - 90,000; Full time

Job summary

Kwong Wai Shiu Hospital is seeking an organized and proactive individual to support the Executive Director Office in managing strategic projects, governance, and stakeholder communications. The role involves coordinating calendars, meetings, and documentation while ensuring smooth day-to-day operations and organisational initiatives.

You will liaise with internal departments and external stakeholders, support secretariat duties for committees, and contribute to data analysis and reporting to

Responsibilities

• Executive Director Support: Manage the Executive Director’s calendar, meetings, appointments and related arrangements.
• Office Administration & Coordination: Coordinate procurement requests, payment submissions and administrative documentation.
• Strategic Projects & Stakeholder Coordination: Coordinate projects and organisation-wide initiatives assigned to the Executive Director Office.
• Data Analysis & Reporting: Extract, collate and analyse operational data; prepare dashboards, presentations and management reports.
• Others: Perform any other duties as assigned by the Executive Director or reporting officer.

Job description

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 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.

Job Responsibilities

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

(Only shortlisted candidates will be notified.)