Associate Executive, Special Projects Office (Contract)

National University Polyclinics; Singapore; On-site; SGD 40,000 - 55,000; Full time

Job summary

A healthcare institution in Singapore is seeking an Associate Executive to provide operational and administrative support to the Manager. Key tasks include managing office supplies, coordinating appointments, liaising with departments, and ensuring effective operation and organization. The ideal candidate will be a diploma holder with proficiency in Microsoft Office and strong communication skills. This role promises a dynamic work environment and ample opportunity for personal growth.

Responsibilities

• Manage administrative processes for onboarding and procurement.
• Maintain calendar and coordinate appointments.
• Liaise to coordinate meetings and organize events.
• Procure necessary goods and services for operation.
• Support in space management and allocation.
• Handle incoming/outgoing correspondences.
• Assist in information collation for decisions.
• Manage day-to-day operational tasks.

Skills

Microsoft Word proficiency

Microsoft Excel proficiency

Microsoft PowerPoint proficiency

Microsoft Outlook proficiency

Good communication skills

Good organization skills

Time management

Basic understanding of facilities management

Able to implement guidelines and procedures

Adaptability in fast-paced environments

Education

Diploma holder

Job description

Overview

The Associate Executive will provide operational and administrative support to the Manager and team and ensure the department's administrative and operational matters are managed expediently and smoothly.

Responsibilities

• Manage administrative processes relating to onboarding of new staff and/or tenants, procurement, and replenishment of office supplies, booking of facilities and timely submission of claims/payments.
• Maintain calendar/schedules and coordinate appointments, meetings, and any other official engagements.
• Liaise with internal and external departments to coordinate meetings and assist to organise events.
• Procure goods an services required for the site to operate seamlessly, in accordance to prevailing government regulations, NUH/NUHS policies and guidelines.
• Support Manager and HOD in the management of space requests and ensure optimal allocation of space to support NUH's growth and development for the long-term.
• Manage incoming and outgoing correspondences such as letters, mails and invoices. Maintain proper filing and archival systems.
• Assist Manager in the collation of information and statistics to guide operational decision-making.
• Day-to-day operational tasks, including but not limited to management of facilities, coordiation of logistics and support for staff on-site.

Qualifications

• Diploma holder
• Proficient in Microsoft Word, Excel, PowerPoint and Outlook
• Good communication skills and team player
• Good organisation skills and time management
• Basic understanding of facilities management
• Ability to implement guidelines and procedures
• Adaptable and able to work in a fast-paced environment