Associate Executive/Senior Associate Executive, PEARL/Ops (Surgery) Operations

Job Responsibilities

• To maintain efficient and smooth running of the Department’s administrative and secretariat functions
• Arrange booking of meeting rooms/venues for meetings, conferences, events and facilitate the necessary meeting logistics including scheduling, materials preparation and attendance coordination.
• Perform the department’s administrative and secretariat function, including writing minutes for department meetings
• Provide administrative support for the onboarding of new staff e.g. facilitating timely setup of systems, access, reporting templates and orientation to team processes.  
• Review and manage incoming correspondence, ensuring timely follow-up and responses.
• Establish and maintain files, version control and documentation of office correspondences, circulars, minutes of meeting and confidential information etc to ensure consistency and efficiency.
• Consolidate and clean data from multiple data sources and stakeholders into reports, dashboards  and presentation decks.
• Any other duties as assigned by Reporting Officer and/or designate

Job Requirements

• Diploma in any discipline
• Prior experience in an executive assistant, reporting or operations support role is an advantage.
• Proficient in Microsoft Word, Excel, Powerpoint and able to generate quality reports and presentations
• Meticulous, with good organizational and coordination skills
• Collaborative team player with a service-oriented mindset.  
• Proactive and comfortable working in a deadline-driven environment.