Senior Executive / Assistant Manager, Administrative

Overview

Provide administrative and operational support to the department to ensure smooth execution of the activities, programmes, and collaborations. The incumbent will assist in coordination, documentation, and financial administration to support innovation initiatives within NUHS and with external partners.

Administrative Coordination and Office Management:

• Manage and prepare agenda of weekly team meetings
• Maintain comprehensive meeting records and oversee a centralised action item database, ensuring thorough follow-through and accountability for all tasks and decisions
• Manage master calendar, coordinating team schedules and meetings
• Oversee office logistics, including maintenance, security, and space allocation
• Manage inventory and procurement of office supplies
• Coordinate with facilities management for any office-related issues
• Implement and maintain efficient filing systems for both physical and digital documents
• Support auditing processes by preparing required documentation

Financial and Operational Support:

• Support budget tracking and expense management for operations
• Process invoices and expense claims, ensuring compliance with financial policies
• Assist the administrative lead in financial management by initiating and maintaining Internal Order (IO) accounts for new innovation teams. Monitor and track expenses associated with these accounts, ensuring accurate financial reporting and budget adherence
• Assist in developing and implementing financial processes and controls

Programme Support:

• Advisory Board Secretariat Management:
• Schedule and coordinate annual Advisory Board meeting with managers, ensuring all logistics are handled
• Track timeline for preparation of Board meeting including consolidation of meeting materials and circulation to Board Members and meeting attendees
• Track follow up items from Board meeting
• Maintain a master tracker for all projects, including key milestones and deadlines
• Coordinate with managers to ensure timely updates on project progress

Event Planning and Execution

• Support the planning and lead the execution of events, including conference booths
• Manage event logistics including venue setup
• Coordinate with conference organiser, speakers and participants, managing invitations
• Oversee on-site event management

Communication and Publicity Support

• Work closely with team members and corporate communications to implement publicity strategy
• Coordinate ecosystem contact database to circulate publicity posts
• Support the maintenance and updating of website and social media presence
• Assist in drafting publicity materials including newsletter, social media posts

Operational Efficiency and Process Improvement

• Continuously assess administrative processes and propose improvements
• Develop and maintain standard operating procedures (SOPs) for key administrative functions

Qualifications

• Bachelor's degree in business administration, Healthcare Management, or related field

• 5+ years of experience in an administrative or operational role in a healthcare or innovation setting

• Strong proficiency in Microsoft Office suite, particularly Excel and PowerPoint

• Experience with project management tools and financial management software

• Excellent organizational skills with the ability to manage multiple projects simultaneously

• Superior written and verbal communication skills

• Strong analytical and problem-solving abilities

• Experience in event management and stakeholder coordination

Personal Attributes:

• Proactive and self-motivated with a strong work ethic

• Adaptable and resilient in a fast-paced, changing environment

• Exceptional interpersonal skills with the ability to work effectively with diverse stakeholders

• High level of discretion in handling confidential information

• Detail-oriented with a commitment to accuracy and quality

• Passionate about innovation and continuous improvement in healthcare

Main working location: Alexandra Hospital

(The candidate will be required to travel to other institutions)