Senior Executive Secretary

ST LUKE'S HOSPITAL; Singapore; On-site; SGD 67,000 - 100,000; Full time

Job summary

ST LUKE'S HOSPITAL in Singapore seeks an experienced Executive Assistant to support senior leadership with calendar management, meeting coordination and document handling.

The role requires meticulous organisation, discretion with confidential information, and proficient use of Microsoft Office to prepare reports, presentations and correspondence for executive functions.

You will coordinate meetings, travel and events, ensuring smooth operations and timely follow-up of action items.

Qualifications

• Minimum Diploma in Business Administration or equivalent.
• 8 years of relevant administration or executive support experience.
• Proficient in Microsoft Office applications.
• Ability to handle sensitive information with discretion.
• Excellent written and verbal communication.
• Strong organisational and time management skills.
• Ability to work under pressure and manage multiple priorities.

Responsibilities

• Manage scheduling, calendars, and appointments.
• Plan and coordinate internal and external meetings.
• Prepare meeting papers, reports, and presentations.
• Record minutes and follow up on action items.
• Oversee office administration and operational support.
• Draft and respond to correspondence.
• Prepare high-quality information presentations.
• Coordinate events and executive logistics.
• Provide executive and administrative support including meals, transport, errands.
• Undertake other duties to support executive functions.

Skills

Communication skills

Time management

Organisational skills

Multitasking

Interpersonal skills

Problem solving

Discretion & initiative

Education

Diploma in Business Administration

Tools

Microsoft Office

Job description

Responsibilities and Duties:

• Manage Scheduling and Calendars: Oversee and coordinate calendars, appointments and schedules, ensuring effective time management, prioritisation and smooth coordination of commitments.
• Meeting Coordination: Plan, organise and coordinate internal and external meetings, including Board, Executive Committee and other key Committee meetings.
• Document Management: Prepare, organise and manage meeting papers, presentations, reports and other documents required for executive and organisational functions.
• Minutes and Follow-up: Record accurate meeting minutes and liaise with relevant stakeholders to ensure timely follow-up and closure of action items.
• Office Administration: Manage administrative arrangements and provide operational support to ensure the smooth and efficient functioning of the office.
• Communication and Correspondence: Manage communications and correspondence on behalf of the office, including drafting and responding to emails, letters and other communications.
• Information Gathering and Presentation: Gather and consolidate relevant information and prepare high-quality presentations, reports and materials as required.
• Event Management: Collaborate with internal and external stakeholders to coordinate and manage meetings, corporate events and other organisational activities.
• Executive and Administrative Support: Provide comprehensive administrative and logistical support for executive functions, including coordinating meals, transport, work-related errands and other day-to-day requirements.
• Additional Duties: Undertake other responsibilities as assigned to support executive functions and office operations.

Job Requirements:

• Minimum Diploma in Business Administration or equivalent qualification.
• Preferably with 8 years of relevant experience in administration, executive support or secretarial roles, preferably within the healthcare industry.
• Proficient in Microsoft Office applications.
• Able to work effectively under pressure and exercise sound judgement, discretion and initiative, particularly when handling sensitive and confidential information.
• Excellent written and verbal communication skills, with strong problem-solving, organisational and time management abilities.
• Meticulous, detail-oriented and able to manage multiple priorities effectively.
• Strong interpersonal skills with the ability to work confidently with senior stakeholders and internal and external parties.