Associate Executive (Medical Tower Planning & Development)

Tan Tock Seng Hospital; Singapore; On-site; SGD 32,000 - 48,000; Full time

Job summary

Tan Tock Seng Hospital (TTSH) seeks a capable Administrative Assistant to support the Medical Tower Planning and Development team in the CEO's Office. You will be the operational backbone, organizing files, coordinating meetings, and handling purchase requests.

The role suits those who are organized, dependable and comfortable working with multiple departments. Diploma holders with 1–2 years in healthcare administration are encouraged to apply.

Qualifications

• Diploma in any discipline.
• 1–2 years of administrative or office support experience, preferably in health/public sector.
• Organised, detail-oriented and able to manage multiple tasks and deadlines.

Responsibilities

• Office administration & records management per hospital standards.
• Coordinate meetings, book venues, and distribute minutes.
• Raise purchase requisitions and process invoices with Finance.
• Support onboarding and internal communications; handle general enquiries.

Skills

Time management

Communication

Team player

Education

Diploma

Tools

Microsoft Office

Job description

The HealthCity Novena (HCN) Master Plan was developed by Tan Tock Seng Hospital (TTSH), the flagship tertiary hospital of NHG Health, to transform the 17-hectare campus into Singapore's premier integrated hub for healthcare, education, and research - anchored in the vision of advancing patient-centric care for the 1.5 million residents of Central and North Singapore.

Following the successful delivery of Phase 1, Phase 2 was launched on 9 September 2025 and marks the critical intensification of the campus. Phase 2 is anchored by two flagship developments: the new TTSH Medical Tower and the operationalization of the TTSH Pavilion.

The hallmark of Phase 2, the TTSH Medical Tower will add approximately 600 acute beds, significantly strengthening TTSH's healthcare capacity for high-intensity, specialist care. It will house an expanded Emergency Department, additional operating theatres, and procedural suites, and specialist outpatient clinics, all purpose-designed to advance frailty-ready and technology-enabled care.

In addition, to sustain full operational continuity throughout construction, the former Pavilion wards on campus have been transformed and reactivated as the TTSH Pavilion - a modernized facility comprising specialist clinics, laboratories, and offices.

THE ROLE

You will provide day-to-day administrative and operational support to the Medical Tower Planning and Development team in the CEO's Office. You are the operational backbone of the office - keeping things running smoothly so that the planning team can focus on delivering the Medical Tower project. This role suits someone who is organised, dependable, and takes pride in doing the groundwork well.

Key Responsibilities

• Office Administration & Records Management
• Maintain an organised and up-to-date filing system for all office documents, technical drawings, and correspondence in accordance with hospital standards.
• Handle incoming and outgoing documents, mail, and requests from other departments and consultants, ensuring timely distribution and follow-up.
• Raise purchase requisitions and process invoices, liaising with Finance and relevant departments to ensure timely payment and proper record-keeping.
• Track and follow up on outstanding payments with external vendors, suppliers, and contractors, ensuring all invoices and claims are processed, documented, and resolved within agreed timelines.
• Manage office supplies and stationery, ensuring sufficient stock is maintained at all times.
• Meeting Support & Note-Taking
• Schedule and coordinate meetings, book venues, and ensure rooms are set up with the necessary equipment and materials ahead of time.
• Attend meetings as assigned to take clear and accurate notes, and distribute minutes to attendees following approval.
• Follow up on meeting action items and assist in compiling status updates for the team.
• Events & Exhibition Logistics
• Provide logistical support for hospital-wide events, forums, and engagement sessions organised by the team, including venue booking, setup coordination, and on-the-day support.
• Liaise with vendors for displays, exhibitions, and visual materials, coordinating delivery, installation, and removal in line with event timelines.
• Assist in preparing presentation materials, collaterals, and briefing packs for internal and external stakeholders.
• Staff & General Support
• Assist with onboarding of new team members, including coordinating access, IT setup, and induction arrangements.
• Handle internal communications and correspondence professionally, including responding to general enquiries and directing queries to the right person.
• Support the team with any other administrative or operational tasks as assigned by the supervisor or Head of Department.

Requirements

• Diploma in any discipline.
• At least 1-2 years of administrative or office support experience, preferably in a healthcare or public sector setting.
• Organised and detail-oriented, with the ability to manage multiple tasks and deadlines concurrently.
• Good written and verbal communication skills in English.
• Proficient in Microsoft Office applications including Word, Excel, and PowerPoint.
• A team player who takes initiative, handles confidential information with discretion, and demonstrates sound work ethics.