Executive Assistant, Clinical Operations (Medicine) (2 year contract)

WOODLANDSHEALTH PTE. LTD.; Singapore; On-site; SGD 42,000 - 62,000; Full time

Job summary

Woodlands Hospital in Singapore is seeking an Administrative Executive to provide comprehensive support to the Division of Medicine. You will coordinate meetings, manage calendars, process claims, arrange overseas travel, and liaise with IT and facilities to keep operations running smoothly.

In this role you will prepare minutes, assist with simple presentations and reports, handle procurement for clinical services, and support staff education and engagement activities.

Qualifications

• Experience providing admin support in a healthcare or hospital setting preferred.
• Strong calendar management and scheduling abilities.
• Excellent organisational and communication skills.

Responsibilities

• Provide comprehensive administrative support to the Division of Medicine, including scheduling meetings and coordinating logistics.
• Support Heads of Department with calendar management, claims processing and travel arrangements.
• Secretariat and logistical support for departmental meetings and events with internal/external stakeholders.
• Prepare meeting schedules, take minutes, and assist with simple presentations/reports.
• Handle stationery/office admin and liaise with IT and facilities on maintenance.

Skills

Administration

Coordination

Communication

Education

Diploma in Administration or related

Tools

MS Office

Job description

About Us

Woodlands Hospital is a next‑generation healthcare system in Singapore, designed from the ground‑up to meet the future of care. As an integrated acute and community hospital with specialist outpatient clinics and innovative care models, we deliver person‑centred, connected and seamless care that extends beyond traditional hospital boundaries. Our mission is to redefine healthcare for a rapidly aging and diverse population through digital innovation, preventive health, and strong community partnerships. Grounded in team‑based care, sustainability and health equity, we are building a healthier future for all.

Why This Role Matters

We are seeking a committed and well‑organised Administrative Executive to provide comprehensive administrative, logistics and office support to departments under the Division of Medicine.This role plays an important part in ensuring the smooth day‑to‑day operations of the division, enabling clinical leaders and staff to focus on delivering high‑quality patient care. The successful candidate will bring reliability, attention to detail and sound coordination skills, and will be comfortable supporting multiple stakeholders in a dynamic healthcare environment.

What You Will Drive

• Provide overall administrative support to departments within the Division of Medicine, including scheduling of meetings, coordination of logistics, secretariat support and collation of information.
• Support Heads of Department (HODs) with calendar management, claims processing and overseas travel arrangements.
• Provide secretariat and logistical support for departmental meetings and events involving internal and external stakeholders.
• Prepare meeting schedules, take accurate minutes, and support the preparation of simple presentations and reports as required.
• Provide stationery and general office administration support, including coordination with IT and facilities teams on maintenance‑related matters.
• Support administrative processes related to procurement of items for clinical services where required.
• Oversee administrative tracking of certifications, leave projections, roster dissemination and claims submission.
• Support the planning and coordination of staff education, engagement and cohesion activities.
• Success Profile

A successful Administrative Executive in this role is dependable, detail‑oriented and service‑minded, providing consistent and high‑quality administrative support across the Division of Medicine. They work well with diverse stakeholders, manage multiple priorities effectively, and contribute positively to a professional, well‑coordinated healthcare environment.