Healthcare Executive Assistant & Operations Coordinator

RECRUIT EXPRESS PTE LTD; Singapore; On-site; SGD 33,000 - 56,000; Full time

Job summary

RECRUIT EXPRESS PTE LTD in Singapore is seeking an experienced administrator to provide executive support to the Clinical Director, Head of Medical and Director of Nursing. You will manage calendars, coordinate meetings with logistics and catering, and prepare minutes.

The role also covers HR-IT liaison, departmental record-keeping, and onboarding support for doctors and nursing staff. A healthcare setting background is preferred.

Qualifications

• Min Diploma/Degree in Secretarial / Business with at least 3 years' secretarial experience, preferably in healthcare.

Responsibilities

• Provide executive and administrative support to the Clinical Director, Head of Medical and Director of Nursing.
• Manage calendars and appointments for the Clinical Director and Director of Nursing.
• Coordinate meetings, including scheduling, venue bookings, logistics, catering and preparation of meeting materials.
• Prepare and record meeting minutes.
• Serve as the administrative resource for operational, training and IT-related matters.
• Maintain departmental records, reports, policies and procedures.
• Support departmental initiatives, projects and process improvements.
• Perform general administrative duties and any other duties as assigned.
• Coordinate leave administration for doctors and the Pharmacy team.
• Resolve leave scheduling and manpower conflicts.
• Prepare and maintain monthly doctors' duty and on-call rosters.
• Coordinate orientation programmes for newly posted doctors to ensure smooth onboarding.
• Liaise with HR and IT to arrange doctors' and pharmacists' access to NEHR and other clinical systems.
• Coordinate leave administration for Nursing Leads and inpatient Administrative Assistants.
• Maintain nursing manpower records and leave schedules.
• Compute and verify monthly nursing shift allowances.
• Supervise the Ward Administrative Assistants and arrange coverage during leave.
• Resolve leave scheduling and manpower conflicts.
• Manage requisitions for controlled nursing consumables (e.g. Tegaderm, ultrasound scanning gel).

Skills

Calendar management

Meeting coordination

Minuting meetings

Administrative support

Office administration

IT liaison

Education

Diploma/Degree in Secretarial / Business

Tools

NEHR

Job description

RECRUIT EXPRESS PTE LTD in Singapore is seeking an experienced administrator to provide executive support to the Clinical Director, Head of Medical and Director of Nursing. You will manage calendars, coordinate meetings with logistics and catering, and prepare minutes.

The role also covers HR-IT liaison, departmental record-keeping, and onboarding support for doctors and nursing staff. A healthcare setting background is preferred.