Senior Associate Executive, Senior Management Office

at  National University Hospital

CAREER IN THE HOSPITAL

Join our incredible team at the National University Hospital (NUH), where we believe that a hospital is more than just a workplace. Every day, we witness the remarkable impact that our healthcare professionals can have on individuals, families, and entire communities.
At NUH, we are driven by a shared purpose – to lend a helping hand to those in need, to be a source of support and healing, and to empower patients to live their best lives.
We are looking for passionate and committed individuals to join us as we transform lives and create a lasting impact in the lives of our patients. The impact you make at NUH will be profound, regardless of the role you take up in the hospital.

KEY REQUIREMENTS

• Diploma in any discipline from a recognised institution.
• Minimum 2 years of administrative experience working in large organisations particularly in secretarial duties and project coordination works.
• Strong organisational and time management skills to manage busy schedules and calendars.
• Proficient in Microsoft Office (Outlook, Word, Excel and Power Point).
• Excellent written and verbal communication ability.
• Able to prioritise and handle multiple tasks efficiently in a fast-paced environment.
• Possess strong analytical and problem-solving abilities.
• Good team player with the ability to work independently.

ABOUT DEPARTMENT AND PURPOSE OF THE POSITION

We are seeking a Senior Associate Executive to provide high-level administrative support to the Senior Management Office. This role requires excellent organizational and time management abilities, as well as discretion in handling confidential data. The ideal candidate will have strong communication skills, be proactive, and able to work independently to ensure the efficiency and effectiveness of the Senior Management Office.

KEY RESPONSIBILITIES

• Responsible in organising and managing calendar schedule including meetings, clinical work and events. Responsible in the arrangement of overseas travel schedule and itineraries which include flights, accommodation, claims, etc.
• Responsible in providing full spectrum of administrative support to the Senior Management Office.
• Provide support to the Senior Leader for meetings and presentations which include preparation of meetings materials, booking and set-up of meeting venue, ordering of catering, drafting of meeting minutes, follow-up on matters arising, etc.
• Conduct data collation, data analysis and preparation of presentation slides, reports, and other documents.
• Organise engagement events. Duties include coordinating schedules with relevant parties, booking of venue, ordering of catering, and handling of procurement matters.
• Review and ensure documents, proposals, contracts, and other materials that require the Senior Leader’s inputs or approvals are processed timely and efficiently.
• Maintain proper records and update the filing system for office documentation and clinical data.
• Handle in-coming and out-going general correspondences.
• Perform typing, faxing, sorting, filing, scanning, photocopying and recording of documents and forms.
• Prepare and submit all expense claims and records for the department.
• Perform other duties as assigned by Reporting Officer