Assistant Manager (Ops Admin), Office of Senior Advisor

National University Polyclinics; Singapore; On-site; SGD 40,000 - 60,000; Full time

Job summary

A healthcare institution in Singapore is seeking an Administrative Support professional with 3-5 years of experience in admin, finance, or procurement. The role involves managing calendars, coordinating meetings, and organizing events. Ideal candidates should hold a bachelor's degree and possess strong skills in Microsoft Office, communication, and organization. This position offers a chance to contribute to the efficiency of healthcare operations.

Qualifications

• 3-5 years’ experience in admin, finance, procurement or other related roles.
• Experience in project coordination is a plus.
• Fast learner and independent self-starter.

Responsibilities

• Coordinate and manage the Executive Director’s calendar.
• Assist in scheduling team meetings and preparing logistics.
• Organize logistics for events and manage outbound travel.
• Facilitate onboarding of new staff and manage office resources.

Skills

Proficiency in Microsoft Office

Good written and verbal communication

Detail-oriented

Highly organized

Education

Bachelor’s degree in any discipline

Job description

Job ID: 9272

Job Function: Administration

Institution: National University Health System

Job Descriptions

Primary responsibilities:

• Calendar management
  • Coordinate and manage the Executive Director’s calendar for Health District-related meetings, including scheduling, rescheduling, and confirming appointments (note: must work closely with his PA, who handles non-Health District meetings and travel)
  • Prioritize and respond to scheduling requests based on urgency and importance, ensuring optimal time management for the Executive Director
  • Communicate with internal and external parties to arrange appointments and meetings, providing necessary details and follow-ups
  • Maintain overall Health District calendar (key publicity & engagement events)
• Meeting coordination
  • Assist in scheduling team meetings, including coordinating with external parties to find mutually convenient times
  • Prepare and arrange meeting logistics as required (e.g., meeting room booking, visitor parking, handouts, refreshments, gifts)
• Organize logistics for events, including venue booking, ordering meals and refreshments, and liaising with vendors for event support
• Ensure all event materials and equipment are prepared and available on-site
• Assist with event setup, execution, and teardown as necessary
• Arrange outbound travel logistics (e.g., flights, hotels, ground transport) for Health District study trips as required
• Coordinate inbound travel and hospitality (e.g., gifts, welcome basket) for international visitors / delegations to Health District as required
• General admin & office support
  • Facilitate onboarding of new staff, including preparing welcome materials, coordinating orientation schedules, and ensuring workspace setup
  • Manage office resources, including booking meeting rooms, maintaining office equipment, and ensuring availability of stationery
  • Coordinate with IT and facilities teams to address any office-related issues or needs

Secondary responsibilities – to support Admin (Procurement, Finance):

• Purchasing & Resource management
  • Handle procurement processes to acquire necessary resources, equipment, and services for CPH and Health District HQ, working closely with NUS CPO
  • Manage relationship with vendors and negotiates contracts to ensure favourable terms
  • Manage office supplies, inventory and assets (e.g., gifts, T-shirts, stationery, laptops) to ensure availability as required

Job Requirements

• Bachelor’s degree in any discipline
• 3-5 years’ experience in admin, finance, procurement or other related roles
• Proficiency in Microsoft Office
• Experience in project coordination is a plus
• Detail-oriented, meticulous, highly organized
• Good written and verbal communicationFast learner and independent self-starter