Executive Assistant, Clinical Research & Innovation Office

The Executive Assistant is responsible for the provision of administrative support to all staff in CRIO. This role requires multi-tasking across a range of responsibilities, including handling confidential, administrative and operational support duties. He / She must be able to work independently, self-motivated, possess strong communication skills and highly organized to ensure all duties run smoothly on a daily and long-term basis.

(A) Clinical Trials Accounts/ Billing Management

1. Ensure prompt quarterly billing of clinical trials by raising invoices to Sponsors.
2. Ensure payment is received from Sponsor in a timely manner.
3. Ensure outstanding balance is billed at the end of the study or refund any balance to the Sponsor at study closure
4. Printing of monthly Statement of Accounts for coordinators’ verification and highlight discrepancies/ irregularities to the Supervisor.
5. Assist manager in consolidation of coordinator’s fee and internal cost transfer
6. Assist manager in the closure of account at the end of the clinical trials.
7. Assist in the maintenance of the Clinical Trials Database
8. Assists in answering phone calls and enquiries pertaining to clinical trials.
9. Maintain the filing system in Clinical Trials, CRIO.
10. Manage medical records requirement by the unit.
11. Maintain the Inventory of Assets for the Department.
12. Arrange for preventive maintenance and calibration for the equipments under the unit.
13. Co-ordinate or arrange for archival/ disposal of trial / research documents

(B) Administrative & Operational

1. Organizing and managing schedules and calendars for manager and HOD.
2. Arrange, coordinate and manage logistics for department meetings and activities (i.e. booking / setting up of virtual and physical meetings, sending invites to meeting attendees, collation of presentation slides, circulation of agenda, etc.).
3. Attend, write and circulate minutes for CRIO meetings.
4. Receiving and processing all communication channels, including emails, physical mails and handling phone enquiries pertaining to CRIO matters / services.
5. Conferring with Finance department to help make payment, process incoming invoices and verify receipts.
6. To be well-versed in all payment systems, to ensure expenditures are properly tracked, itemized and promptly reimbursed.
7. Prepare and collate ad-hoc / monthly statistical reports as needed.
8. Scan and ensure proper records of research contracts, certificates and materials are current and updated in the CRIO Shared Drive.

(C) Training and Events Management

1. Prepare onboarding / orientation for new staff (i.e. raise ITD job request to request for new staff ID and email account, setting up of software and operations logistics, etc.)
2. Organize and support CRIO research training events
3. Provide support for CRIO special projects, such as TTSH Research Day, CRIO Retreat Day, etc.

Requirement

• Diploma in Business Administration or equivalent
• Proficient in MS Office Applications
• Excellent interpersonal & communication skills