Temp Executive Assistant (Facilities)

Institution: National Healthcare Group

Family Group: Administration

Description: Executive Assistant for Annex Relocation (Temp 6 months)

Job Purpose: The Executive Assistant is primarily responsible to support the Corporate Services Facilities team in execution and management of the Relocation of the HQ Departments currently housed in Nexus to the newly renovated office space in the Annex Block of the new National Skin Centre Building. For welcoming visitors by greeting, and directing them appropriately;

notifies company personnel of visitor arrival; maintains mailroom, security and telecommunications system. In addition, the Executive Assistant is also responsible for providing office and clerical support to Facilities Management of the Office.

Job Duties:

Provides administrative support to CS Facilities. Capture fault reporting/defects (from staff), log in the case reported and generate job sheet for contractor to carry out the work. Track work done.

Set up mailroom. Maintains the distribution of incoming and outgoing mail/packages. Create labels for all the various pigeon holes and cabinets in the Utility Area cum mailroom..
Provide clerical support to the CS Facilities team at Annex i.e. create directional signage posters, name labels, asset tagging of chairs, tables, pedestals and other furniture such as lockers and cabinets.
Maintains security by following procedures; issuing new access cards and collecting 1-1 exchange of Nexus access cards. Set up excel database for the Annex Office.
Maintains telecommunication system by following manufacturer's instructions for Teams Phone and its corresponding Teams Phone hand sets.
Set up keys catalog system. Maintain records of key distribution.
Testing and Commissioning of Pantry Appliances – create records to track serial numbers and warranty
Asset tag AV equipment, manage equipment and set up instructional posters for utilization.

Skills/Qualifications: Good Verbal Communication Skills, Microsoft Office Skills, Good Listening Skills, Customer Focus, Good Organizational Ability

Attributes: Courteous and Friendly Disposition, Professional in handling different levels of Staff and Visitors, Positive Attitude, Able to Handle Pressure Well.