(Senior) Executive Assistant / Associate Executive, Department of Psychological Medicine

National University Polyclinics; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

An educational healthcare institution in Singapore is seeking a (Senior) Executive Assistant to provide administrative support. Responsibilities include scheduling, logistics management, and coordination of department activities. Candidates should hold a diploma and have at least 2 years of experience, although fresh graduates are welcomed. This role is essential for maintaining productivity and organization within the department.

Qualifications

• Minimum 2 years working experience in clerical and administrative duties.
• Fresh graduates are encouraged to apply.

Responsibilities

• Provide administrative support for the department.
• Assist in appointment scheduling and handling enquiries.
• Coordinate meetings and manage logistics.

Skills

Organisational skills

Communication skills

Education

Diploma in any discipline

Job description

(Senior) Executive Assistant / Associate Executive, Department of Psychological Medicine

Job ID: 9153

Job Function: Administration

Institution: National University Hospital

Overview:

The (Senior) Executive Assistant / Associate Executive is to provide the main administrative support for the department.

Duties & Responsibilities:

Primary Responsibilities:

• Administrative functions including, but not limited to, performing typing, faxing, sorting, filing, scanning, photocopying and recording of documents and forms.
• Logistical functions including, but not limited to, sourcing for quotations, preparing purchase requisition, raising request for purchases, room booking, catering and loaning of laptop/ projector and other teaching equipment.
• Assist in patient’s appointment scheduling and reminding patients of appointments.
• Assist in handling enquiries and emails.
• Assist in event management, organising and registration of workshops, seminars and training classes, application of SMC/SNB accreditation.
• Maintain and update various databases, and perform data entry.
• Co‑ordinate meetings, book venues, collate agenda and arrange for catering requirements when necessary.
• Prepare and submit claims and records for purchases and training courses for department staff.
• Assist in the development, replenishing and printing of patient educational materials.
• Maintain and replenish inventory on office supplies such as stationery, toner for printer/photocopier, name card.
• Main liaison person for medical reports related matters or requests including, assisting in the process of tracking and submitting medical reports.
• Responsible for recording of leave application and/or approval, local and overseas training courses for department staff.

Secondary Responsibilities:

• Maintain department staff records, locker keys and other minor office supplies or assets.
• Dispatch out-going mails to other departments within the hospital, as well as to external parties. Distribute in-coming mails to the department.
• Perform any other duties assigned by supervisor.

Job Requirements:

• Diploma in any discipline.
• Minimum 2 years working experience in clerical and administrative duties. Fresh graduates are encouraged to apply.
• Good organisational and communication skills.