Executive Assistant-Jobs in Singapur

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Job ID: 7530

Job Function: Administration

Institution: National University Health System

Coordination, Project Management and Operations

The NUHS Regional Health System (RHS) comprises of NUHS institutions, associated government and regulatory authorities and community partners that work together to look after the health of the population in the West. Since 2023, NUHS has undertaken the role of the Regional Health Manager (RHM) and will work with MOH to co-create and implement several national programmes for health such as Healthier SG, AgeWELL SG and GrowWELL SG.

RHSO is the institution set up to enable the effective delivery of pophealth strategies, working in concert with the Regional Health Manager Implementation Office (ReHMIO) to implement end-to-end transition of care from hospital to community settings. RHSO provides the organisational, governance and administrative structure for the management of resources, including but not limited to manpower, funding, facilities and technology.

Reporting to the Assistant Manager, CDPM RHSO, the incumbent is responsible for administration and management of RHSO workplans, coordination and project management within CDPM in support of RHSO objectives. This is to be achieved in close collaboration with internal teams, and internal and external stakeholders. The incumbent is also responsible for supervising direct reports (as assigned) to collectively undertake the tasks that supports our mission.

Job Responsibilities

• Workplanning & Budget
• Develop, implement and manage RHSO work plans and budgets, coordinate with various departments to forecast resource needs, monitor expenditures and ensure alignment with organizational goals.
• Administer annual RHSO workplanning and budget exercise, including coordination of timelines for submissions.
• Coordinate with department leads to understand resource needs, timelines and deliverables.
• Align work plans with strategic objectives and organizational priorities.
• Support cost-benefit analysis for new initiatives or changes in operations
• Prepare regular reports on workplan progress and ensure deliverables commensurate with resources/funding provision
• Present findings to management and recommend improvements
• Secretariat – Monthly HOD meetings and quarterly TWSH meetings
• Provide administrative support for monthly HOD and quarterly TWSH meetings including collating, preparing and circulating meeting agendas.
• Provide accurate and concise minutes or notes during meetings, record decisions, action items and assigned responsibilities.
• Serve as a central point of contact with meeting members and stakeholders and follow up on action items or deliverables. Ensure that all meeting members receive relevant information and updates.
• Maintain an organised filing system for notes of meetings and presentation slides
• Central Ops and Coordination
• Serve as a central point of contact for RHSO for corporate space planning, facilities management, HCSA licensing and TWSH matters.
• Work with appointed domain experts to coordinate the deliverables for space planning, facilities management, HCSA licensing and TWSH matters.
• Administer procurement processes and budgets for above activities, as required.
• Administer incident reporting and monitoring processes and ensure that incidents raised in RySIS are addressed and escalated appropriately

Job Requirements

• Bachelor's degree in Business Administration, Public Administration, or any related discipline.
• Minimum 1-2 years of experience in operations coordination, project support, or administrative roles with exposure to budget management, meeting coordination, or stakeholder management.
• Project management and coordination skills with strong analytical abilities
• Systems thinking approach with comfort navigating ambiguity and complex organisational dynamics
• Strong stakeholder management and coordination abilities across multiple departments
• Excellent written and verbal communication skills, including report writing and presentation abilities
• Demonstrated ability to interpret and communicate data for management reporting and decision-making
• Strong organisational skills with ability to manage multiple concurrent workstreams