Senior Associate Executive, Pharmacy(8513)

Alexandra Hospital; Singapore; On-site; SGD 100,000 - 125,000; Full time

Job summary

A leading healthcare institution is seeking an Executive Assistant or Senior Executive Assistant to provide vital administrative support to the Pharmacy Admin department. The role involves managing schedules, coordinating meetings, and facilitating onboarding processes, with an emphasis on accuracy, problem-solving, and adaptability in a dynamic environment.

Qualifications

• Minimum 2 years of experience in clerical and administrative duties.
• A good understanding of accounting and figures.
• Adaptable and able to work independently.

Responsibilities

• Manage schedule for HOD and coordinate meetings.
• Handle procurement-related documentations and claims.
• Assist in audit reviews and reconcile dropped charge reports.

Skills

Critical thinking

Problem-solving

Good computer skills

Education

Diploma in healthcare-related/management courses

Tools

Word

Excel

Power Point

SAP system

Job description

Job Purpose

• The Executive Assistant/ Senior Executive Assistant is to provide the main administrative support for assigned Pharmacy Admin department.

Duties and Responsibilities

Primary Responsibilities and Duties (80%)

• Manages schedule for HOD

• Co-ordinate meetings, book venues, collate agenda and arrange for catering requirements when necessary.

• Coordinate department meetings and team building events

• Facilitate on-boarding of new staff; raising system and tap card accesses, coordinate on-board process, follow up issues with HR (if any)

• Collate and update relevant data/workload required by the department for purposes of cost management and improvement.

• Handle purchase and work requisition processes, from calling suppliers for quotation to submitting invoices to Finance for payment.

• Handles claims for the department (for subvention or external grants etc)

• Reconcile dropped charge reports for assigned jobs, if any.

• Assist in audit reviews (internal/external) by providing requested documents to relevant auditors

• Handles procurement-related documentations (i.e. Purchase Requests, Sourcing Requests, Approval To Procure papers etc.)

• Record and produce meeting minutes

Secondary Responsibilities and Duties (20%)

• Collect and despatch documents from/to areas within hospital premises.

• Requisite, control and maintain good utilisation of office supplies in the department.

• Manage gift packs for storage and distribution.

• Perform any other duties assigned by supervisor.

Job Specification

• Diploma in healthcare-related/management courses (preferred)

• Minimum 2 years of experience in clerical and administrative duties.

• A good understanding of accounting and figures.

• Good computer skills in Word, Excel and Power Point and SAP system

• Critical thinking and problem-solving ability

• Adaptable and able to work independently