Manager, Executive Director Office

GMP Technologies; Singapore; On-site; SGD 120,000 - 160,000; Full time

Job summary

GMP Technologies is seeking a Manager in the Executive Director Office to deliver comprehensive administrative support to the ED. You will manage complex calendars, coordinate travel, prepare meetings, and ensure smooth daily operations across the leadership team.

You will liaise with internal teams and external partners, draft high-level communications, and drive cross-functional initiatives with professionalism and discretion.

Qualifications

• Bachelor’s degree or equivalent in healthcare administration, business, communications, or related field.
• At least 10 years supporting C-suite or senior executives.
• Proven ability to manage complex calendars and confidential matters with discretion.

Responsibilities

• Provide full administrative support to the Executive Director, including calendar scheduling, travel planning, and meeting preparation.
• Manage ED correspondence with internal and external stakeholders with professionalism and discretion.
• Oversee daily leadership-office operations and coordinate leadership- and enterprise-level meetings.
• Consolidate data and prepare reports and presentations for leadership review.

Skills

Calendar management

Executive support

Stakeholder management

Travel planning

Meeting coordination

Documentation and reporting

Education

Bachelor’s degree in healthcare administration

Bachelor’s degree in business

Bachelor’s degree in communications

Tools

Microsoft Office

Teams/SharePoint

Canva/Adobe Suites (adv)

Job description

About the job Manager, Executive Director Office

Key Responsibilities

Executive Office and Calendar Management

• Provide full administrative support to the Executive Director, including complex calendar scheduling, travel planning, and meeting preparation.
• Act as the first point of contact for the ED, managing correspondence with internal and external stakeholders with professionalism and discretion.
• Prioritize time and engagements effectively to ensure strategic focus.
• Oversee daily operations of the leadership office in collaboration with senior managers and department leaders, and perform administrative tasks such as managing calendars, generating correspondence, maintaining hard copies and electronic files, planning and coordinating leadership- and enterprise-level meetings, and scheduling facilities

Strategic Planning and Coordination

• Support the ED and leadership team in driving strategic priorities, tracking follow-through of key initiatives, and monitoring progress.
• Prepare briefing notes, presentations, and talking points for internal and external engagements.
• Help translate high-level plans into operational execution by coordinating with relevant departments.

Internal Communications and Liaison

• Serve as a liaison between the Executive Director and internal teams, promoting alignment and smooth information flow.
• Draft and review internal communications, ensuring consistency with NCIS values and strategic direction.
• Facilitate leadership-level meetings, capturing key decisions and tracking action items to completion.

Project and Initiative Oversight

• Lead and coordinate special projects as assigned by the ED, working with cross-functional teams to achieve desired outcomes according to established timelines and budget parameters
• Identify opportunities for process improvement and support organizational change efforts.
• Oversee planning and execution of major leadership or institute-wide meetings/events.

Performance Monitoring and Reporting

• Consolidate data and insights to generate reports, dashboards, and presentations for leadership review.
• Assist in monitoring institutional performance indicators and preparing board-level or Ministry updates as required.
• Stakeholder and Partner Engagement
• Support the ED in building and nurturing relationships with donors, government bodies, academic partners, and other external collaborators.
• Ensure high standards of engagement in all external-facing interactions and events.
• Lead or participate in change management efforts within the organization, ensuring smooth transitions during periods of change, growth, or restructuring.

Additional Responsibilities

• Undertake additional duties and responsibilities as assigned by the Reporting Officer or Head of Department (~20%).
• Provide flexible support across leadership office functions, contributing to team priorities and broader organizational needs as required.

Key Requirements

• Bachelors degree in healthcare administration, business, communications, or a related field.
• At least 10 years of relevant experience, including direct support or administrative management for C-suite or senior executive leadership
• Proven ability to manage complex calendars, high-level correspondence, and confidential matters with sound judgment and discretion.
• Strong strategic thinking and organizational skills, with the ability to anticipate needs, prioritize tasks, and manage multiple deadlines.
• Excellent written and verbal communication skills, including drafting of high-level documents, presentations, and reports.
• Strong interpersonal and stakeholder engagement skills; able to work effectively with internal teams and external partners.
• Professionalism, emotional intelligence, and a service-oriented mindset.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint); experience with collaboration platforms such as Teams, SharePoint, or other IT platforms (eg. Canva, Adobe Suites, Lucid Chart, generative AI) is an advantage.