Executive Assistant

The Executive Assistant provides general administrative support for Population Health Campus -  Digital Services and Telehealth & Call Centre ensuring that the department’s day-to-day operational needs are well taken off. She plans for meetings, manages the department’s office facilities, fixed assets, supplies, electronic mailing list and physical mailers, as well as in-processing and onboarding of new staff, as well as out-processing of departing staff.

Major Duties and Responsibilities

Personal Assistance to Executive Director(s)

• Plan, schedule and coordinate meetings/appointments with multiple representatives from various internal and external institutions / organisations.
• Ensure the logistics of the meetings are in place e.g. booking of meeting rooms, set up of projectors etc.
• Prepare meeting materials, distribute meeting agendas related documents and provide secretariat support, when necessary
• Accurate and timely management and updating of Executive Director(s)’ calendars
• Assist Executive Director(s) to submit conference/business trips application for approval, manage travel plans i.e. flight/hotel/transfers/visa arrangements and conference registration
• Assist Executive Director(s) to prepare conference/travel files and itinerary; complete submission claims for overseas travel and corporate expenses
• Maintain the filing system and records and ensure timely retrieval of such files and records as and when required.

Departmental support to:

• Coordination for core strategic meetings/regular department meetings and provide secretariat support such as agenda collation, minutes taking and drafting of slides, when required.
• Support on-boarding and off-boarding of staff, including the raising of job requests, mobile phone reimbursement applications, electronic mailing list and physical mailers.
• Managing of office facilities (queries on workstation allocation, lock replacement), stationery supplies, computer peripherals, name stamp and name card orders (through e-stationery account)
• Managing department’s account in corporate social media platforms, where applicable
• Ensure collection and distribution of letters and publications delivered 
• Assist with the management and tracking of the department’s fixed assets (e.g. laptops), ranging from purchase of replacement laptops to oversee the transfer, condemnation and proper disposal of old laptops/external hard disk to updating of department records regularly, as well as to provide support in NHG HQ’s fixed asset verification exercise. 
• Assist with preparation and implementation of department events, workshops and trainings.
• Coverage for other administrative duties during the absence of Senior Executive/Executive/Executive Assistant.
• Other general office administrative duties of the department, as assigned.

Job Requirements

Education/Experience

• Diploma in any discipline
• Preferably with at least 2 – 3 years of experience as a personal assistant or in general office management
• Proficiency in Microsoft Office applications is essential

Personal Attributes

• Good interpersonal, communication skills with the ability to work independently in a team
• Meticulous, organized and detailed-oriented
• Willing to assume responsibilities as directed.