Senior Executive Assistant, Allied Health

Ng Teng Fong General Hospital; Singapore; On-site; SGD 36,000 - 48,000; Full time

Job summary

Ng Teng Fong General Hospital seeks a capable secretary to provide high-level administrative support to senior directors and division heads. The role covers calendar management, meeting coordination, and efficient filing systems across the Allied Health Division.

You will prepare materials, take minutes, manage rosters and attendance, handle correspondence and procurement, and assist with events, training, and project-related administrative duties as needed.

Qualifications

• Diploma is required.
• Good working knowledge of MS Office (Word, Excel, PowerPoint).
• Excellent written and spoken communication skills.
• Proactive, meticulous and able to take initiative.
• Able to work efficiently, independently and in teams.
• At least 2 years of relevant working experience.
• Experience in healthcare, service-related industries or human resources is preferred.

Responsibilities

• Provide secretarial and administrative support to senior leaders and division heads.
• Manage calendars, coordinate meetings and official engagements.
• Answer and screen calls for Directors and Departments.
• Set up and maintain filing systems for the division/department.
• Prepare materials and slides for meetings and record minutes.
• Coordinate and manage rosters, attendances and reporting data.
• Arrange meetings, book rooms and track attendance.
• Handle mail, purchases, petty cash claims and related administrative tasks.
• Liaise with vendors, obtain quotations and liaise with IT/password requests.
• Support event logistics, training, and division-level programmes.

Education

Diploma

Tools

MS Office

Job description

Overview

Provide secretarial and administrative support to Snr/Directors, Deputy/Senior Assistant/Assistant Directors, Heads of Department, Senior/Assistant/Managers, Senior/Executives of Allied Health Division and perform liaison functions between Departments/Divisions.

Responsibilities

• Manage the working calendar of Snr/Deputy/Senior Assistant/Assistant Directors and Heads of Department by coordinating and scheduling meetings and other official engagements.
• Follow-up, update and remind Snr/Deputy/Senior Assistant/Assistant Directors and Heads of Department about meetings, official engagements and matters of importance from time to time.
• Answer and screen calls for Directors and Departments.
• Set-up and maintain efficient and accessible filing system for the Division/Department.
• Prepare necessary materials and slides for Division/ Department meetings.
• Record minutes/take notes of Division/Department meetings.
• Manage secretarial duty roster for Allied Health Meetings such as AH Division Meeting (AHDM), AHHQ, etc.
• Arrange and coordinate meetings, including the booking of rooms.
• Track attendance and upload files for meetings.
• Coordinate and manage Department Roster and HMS Roster Entry.
• Compile information and data into reports.
• Maintain and follow-up statistical data and ensure that data is properly stored in system, including uploading of training records into the learning management system.
• Coordinate events, programmes and talks, workshops and symposiums etc. for the Division/Department.
• Facilitate event logistics and ensure event flow.
• Follow-up on Purchase Orders.
• Raise billing requests to Finance when required.
• Maintain inventory of books/brochures/ programme materials.
• Promote and implement process improvement in area of work.
• E-procure stationeries for Division/Departments.
• Apply and prepare requests for IT passwords, name stamps, name cards, workstations and car park access etc.
• Liaise with vendors for quotations and deliveries.
• Process purchase requisition for purchases i.e. brochures and books etc.
• Process petty cash claims and other claims for Directors and Division/Department staff.
• Manage outgoing and incoming mails.
• IT- Liaise with IBM Team on stock-take date and ensure that Division/Departments complete stocktake.
• Other assigned duties.

Responsibilities

• Diploma
• Good working knowledge in MS Office
• Good communication skills, both written and spoken
• Proactive, meticulous and possess initiative
• Able to work efficiently, independently and in teams
• At least 2 years of relevant working experience
• Experience in healthcare, service-related industries or human resources preferred