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

MAIN DUTIES AND RESPONSIBILITIES

SPECIFIC 

A. 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.

B. 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. Assist in internal CRIO events (CRIO department retreat / meeting) or research-related institutional programmes such as Academic Health Day.

C. Administrative Support & Cross-Coverage

1. Arrange and coordinate meetings, including venue booking, calendar invites, logistics setup, prepare meeting documents, and take minutes when required.
2. Support day-to-day operational routines such as document routing, office coordination, raise procurement or payment submissions (e.g., ePay), maintain proper filing and documentation for audits or internal review.
3. Provide cross-coverage support to other Executive Assistants in CRIO units during staff absence or peak periods.

GENERAL (20%)

1. Undertake other duties as assigned by the Supervisor / Head of department to ensure smooth administrative support across the CRIO units