Clinical Operations Executive Assistant

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 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