Associate Executive, Clinical Operations (Medicine)

Woodlands Health; Singapore; On-site; SGD 42,000 - 65,000; Full time

Job summary

Woodlands Health is seeking an Administrative & Operations support professional to assist the Division of Pre-Hospital and Medicine. You will provide executive assistance to the Operations Director, manage calendars, travel, correspondence, and coordinate priorities to ensure smooth operations.

You will also oversee office administration, meetings, agendas, minutes, and support procurement, vendor coordination, and events involving internal and external stakeholders to enhance operational

Qualifications

• Diploma in Business Administration, Healthcare Management, or related discipline.
• Experience in administrative, secretariat, coordination, or operational support roles will be an advantage.
• Experience supporting senior stakeholders and managing multiple priorities is preferred.

Responsibilities

• Provide PA support to the Operations Director, including calendar management, claims processing, travel arrangements, and administrative coordination.
• Manage correspondence, scheduling, and follow-up actions to support operational and departmental priorities.
• Support ad hoc administrative duties as assigned.
• Provide administrative support for the Division of Pre-Hospital and Medicine, including meeting logistics, learning needs tracking, data entry, and information collation.
• Coordinate office administration matters, including stationery management and office resource planning.
• Support resolution of facility and IT-related issues by liaising with relevant support teams.
• Assist with fire warden and workplace readiness responsibilities where required.
• Provide secretariat support for departmental meetings, committees, and workgroups.
• Coordinate meeting arrangements, prepare agendas, take minutes, and track follow-up actions.
• Assist in preparing presentations, reports, and other meeting materials.
• Support the planning and execution of departmental events and engagement sessions involving internal and external stakeholders.
• Coordinate staff engagement and team cohesion activities.
• Support procurement and purchasing activities, including obtaining quotations, processing payment requests, and tracking procurement status.
• Coordinate with vendors for equipment demonstrations, site visits, and product trials.
• Arrange and monitor the delivery of equipment, supplies, and other operational requirements.
• Ensure proper documentation and follow-up of procurement-related matters.
• Support operational projects and initiatives within the Division as required.
• Perform any other duties assigned by the Reporting Officer in support of departmental and organisational objectives.

Skills

Organisational skills

Coordination

Stakeholder engagement

Multitasking

Proactive mindset

Attention to detail

Education

Diploma in Business Administration

Diploma in Healthcare Management

Office Administration

Tools

Excel

Word

PowerPoint

Outlook

Job description

Woodlands Hospital is a next-generation healthcare system in Singapore, designed from the ground up to meet the future of care. As a new integrated acute and community hospital with specialist outpatient services and innovative care models, we go beyond traditional hospital walls to deliver person-centred, connected, and seamless care.

Our mission is to redefine healthcare for a rapidly aging and diverse population through digital innovation, preventive health, and strong partnerships with the community. With a deep commitment to team-based care, sustainability, and health equity, Woodlands Hospital is not just about treating illness – we are building a healthier future for all.

Why This Role Matters

Efficient administrative and operational support is essential to ensuring the smooth functioning of clinical services and enabling healthcare teams to focus on delivering quality patient care. This role provides administrative, logistical, and coordination support to the Division of Pre-Hospital and Medicine under the Acute Care Enterprise.

Working closely with the Operations Director and various clinical and operational teams, you will help facilitate day-to-day operations, stakeholder engagement, procurement activities, and departmental events. Your contributions play an important role in supporting operational excellence and enhancing organisational effectiveness.

What You Will Drive

1. Executive & Administrative Support

• Provide personal assistant support to the Operations Director, including calendar management, claims processing, travel arrangements, and administrative coordination.
• Manage correspondence, scheduling, and follow-up actions to support operational and departmental priorities.
• Support ad hoc administrative duties as assigned.

2. Division Operations & Office Administration

• Provide administrative support for the Division of Pre-Hospital and Medicine, including meeting logistics, learning needs tracking, data entry, and information collation.
• Coordinate office administration matters, including stationery management and office resource planning.
• Support resolution of facility and IT-related issues by liaising with relevant support teams.
• Assist with fire warden and workplace readiness responsibilities where required.

3. Secretariat & Event Coordination

• Provide secretariat support for departmental meetings, committees, and workgroups.
• Coordinate meeting arrangements, prepare agendas, take minutes, and track follow-up actions.
• Assist in preparing presentations, reports, and other meeting materials.
• Support the planning and execution of departmental events and engagement sessions involving internal and external stakeholders.
• Coordinate staff engagement and team cohesion activities.

4. Procurement & Vendor Coordination

• Support procurement and purchasing activities, including obtaining quotations, processing payment requests, and tracking procurement status.
• Coordinate with vendors for equipment demonstrations, site visits, and product trials.
• Arrange and monitor the delivery of equipment, supplies, and other operational requirements.
• Ensure proper documentation and follow-up of procurement-related matters.

5. Other Responsibilities

• Support operational projects and initiatives within the Division as required.
• Perform any other duties assigned by the Reporting Officer in support of departmental and organisational objectives.

What You Bring

Education & Experience

• Diploma in Business Administration, Healthcare Management, Office Administration, or a related discipline.
• Relevant experience in administrative, secretariat, coordination, or operational support roles will be an advantage.
• Experience supporting senior stakeholders and managing multiple priorities is preferred.
• Experience in a healthcare environment is an advantage.

Professional Skills & Attributes

• Strong organisational and coordination skills with the ability to manage multiple tasks and deadlines.
• Good interpersonal and communication skills, both written and verbal.
• Proactive and detail-oriented, with strong follow-through and problem-solving abilities.
• Able to work independently and collaboratively within a multidisciplinary environment.
• Comfortable interacting with stakeholders across different levels of the organisation.
• Proficient in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.

Why This Role?

This role offers an opportunity to contribute directly to the operational effectiveness of a key clinical division within Woodlands Health. Through your administrative expertise, coordination skills, and stakeholder support, you will help enable clinicians and operational teams to deliver high-quality patient care.

By bringing your professionalism, adaptability, and commitment to service excellence, you will play an important role in supporting the Division of Pre-Hospital and Medicine and advancing Woodlands hospitals mission of delivering integrated and patient-centred healthcare.