Executive Assistant, Ren Ci Learning Academy

REN CI HOSPITAL; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

Ren Ci Hospital is seeking an Executive Assistant to support the Ren Ci Learning Academy, handling administrative tasks and coordinating training programs. The candidate must possess strong organizational and communication skills, along with a minimum GCE 'O' level qualification. This role requires attention to detail and the ability to work in a fast-paced environment.

Qualifications

• Experienced as an Executive Assistant or similar role.
• Ability to work independently and collaboratively.
• Strong attention to detail in financial tasks.

Responsibilities

• Carry out day-to-day administrative tasks for efficient operation.
• Coordinate training programs and manage participant communications.
• Handle billing and invoicing for training programs accurately.

Skills

Organisational skills

Multitasking

Communication

Interpersonal skills

Attention to detail

Education

Minimum GCE 'O' level

Tools

Microsoft Office

Job description

BROAD FUNCTION

The Executive Assistant will play a pivotal role in supporting the smooth functioning of administrative processes and ensuring the seamless execution of training programs. The role involves a diverse range of responsibilities, including administrative task, billing, course confirmation, venue setup, minutes writing and coordination with trainers for ad-hoc training arrangements.

ROLES AND RESPONSIBILITIES

• Responsible to the Manager for carrying out the day-to-day administrative tasks to ensure the efficient operation of Ren Ci Learning Academy, which include the followings.
• Handle all enquiries via phone calls, emails, and other communications with professionalism.
• Maintain accurate and organised records of important documents and information.
• Assist in the coordination of training programmers, eg: collation of training registration, liaison with trainers.
• Confirm course enrollments and ensure accurate participant information.
• Communicate with course participants regarding registration details, schedules, and any pre-course requirements.
• Collaborate with facilities management to arrange necessary equipment, materials and venue setup for training sessions and to ensure the proper upkeeping of the training facilities.
• Coordinate with trainers to confirm availability and scheduling for training sessions.
• Facilitate communication between trainers and Ren Ci Learning Academy, ensuring smooth collaboration.
• Assist in organising ad-hoc training sessions and workshops, when necessary.
• Send timely reminders to course participants regarding upcoming training sessions, deadlines, and any pre-course preparations.
• Maintain effective communication channels to keep participants informed and engaged.
• Prepare and process timely billing and invoicing for training programs accurately.
• Collaborate with the finance team to ensure timely and accurate financial transactions.
• Monitor and update financial records.
• Provide general administrative support.
• Any other adhoc projects/tasks delegated by the Manager.

REQUIREMENTS

• Minimum GCE “O” level
• Proven experience as an Executive Assistant or in a similar administrative role.
• Strong organisational and multitasking abilities.
• Excellent communication and interpersonal skills.
• Attention to detail and accuracy in handling financial transactions.
• Ability to work independently and collaboratively in a fast-paced environment.
• Proficient in Microsoft Office application.
• Possess good interpersonal and communication skills.
• Committed and responsible individual.
• Ability to work well under stress and ability to work well with staff of all levels.