Associate Executive, Clinical Research & Innovation Office

Tan Tock Seng Hospital; Singapore; On-site; SGD 35,000 - 50,000; Full time

Job summary

A prominent healthcare institution in Singapore is seeking an Associate Executive to provide comprehensive administrative support to its Clinical Research & Innovation Office. The role involves organizing schedules, managing logistics for meetings, and supporting training events. The ideal candidate will possess strong organizational and communication skills, be self-motivated, and able to multitask effectively. This is a full-time opportunity offering a dynamic work environment.

Qualifications

• Proven experience in administrative support roles.
• Ability to work independently and manage multiple tasks.
• Familiarity with meeting logistics and scheduling.

Responsibilities

• Organize and manage schedules and calendars for manager and HOD.
• Coordinate logistics for department meetings and activities.
• Attend and circulate minutes for CRIO meetings.

Skills

Organizational skills

Strong communication skills

Self-motivation

Multi-tasking

Job description

Associate Executive, Clinical Research & Innovation Office

Institution: Tan Tock Seng Hospital

Family Group: Administration

The Executive Assistant is responsible for the provision of administrative support to all staff in CRIO. This role requires multi-tasking across a range of responsibilities, including handling confidential, administrative and operational support duties. He / She must be able to work independently, self-motivated, possess strong communication skills and highly organized to ensure all duties run smoothly on a daily and long-term basis

MAIN DUTIES AND RESPONSIBILITIES

SPECIFIC

A. Administrative & Operational

• Organizing and managing schedules and calendars for manager and HOD.
• Arrange, coordinate and manage logistics for department meetings and activities (i.e. booking / setting up of virtual and physical meetings, sending invites to meeting attendees, collation of presentation slides, circulation of agenda, etc.).
• Attend, write and circulate minutes for CRIO meetings.
• Receiving and processing all communication channels, including emails, physical mails and handling phone enquiries pertaining to CRIO matters / services.
• Conferring with Finance department to help make payment, process incoming invoices and verify receipts.
• To be well-versed in all payment systems, to ensure expenditures are properly tracked, itemized and promptly reimbursed.
• Prepare and collate ad-hoc / monthly statistical reports as needed.
• Scan and ensure proper records of research contracts, certificates and materials are current and updated in the CRIO Shared Drive.

B. Training and Events Management

• Prepare onboarding / orientation for new staff (i.e. raise ITD job request to request for new staff ID and email account, setting up of software and operations logistics, etc.)
• Organize and support CRIO research training events
• Assist in internal CRIO events (CRIO department retreat / meeting) or research-related institutional programmes such as Academic Health Day.

C. Administrative Support & Cross-Coverage

• Arrange and coordinate meetings, including venue booking, calendar invites, logistics setup, prepare meeting documents, and take minutes when required.
• Support day-to-day operational routines such as document routing, office coordination, raise procurement or payment submissions (e.g., ePay), maintain proper filing and documentation for audits or internal review.
• Provide cross-coverage support to other Executive Assistants in CRIO units during staff absence or peak periods.

GENERAL (20%)

• Undertake other duties as assigned by the Supervisor / Head of department to ensure smooth administrative support across the CRIO units