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Senior/ Executive Assistant, Pharmacy(7830)

2 weeks ago

Singapore National University Health System Pte. Ltd. Full time

Job Purpose:

  • The Executive Assistant/Senior Executive Assistant will provide primary administrative support to the assigned Pharmacy Admin department.
Duties and Responsibilities Primary Responsibilities (80%)
  • Manages schedule for HOD
  • Coordinates meetings, books venues, collates agendas, and arranges catering as needed.
  • Coordinating department meetings and team-building events.
  • Facilitates on-boarding of new staff: raises system accesses, coordinates the on-board process, and follows up with HR if necessary.
  • Collects and updates relevant data/workload required by the department for cost management and improvement purposes.
  • Handles purchase requisitions from suppliers, including quotes and submitting invoices to Finance for payment.
  • Handles claims for the department, including subvention or external grants.
  • Reconciles dropped charge reports for assigned jobs, if any.
  • Assists in internal/external audit reviews by providing requested documents to auditors.
  • Handles procurement-related documentation, including Purchase Requests, Sourcing Requests, and Approval To Procure papers.
  • Records and produces meeting minutes.
Secondary Responsibilities (20%)
  • Collections and dispatches documents within hospital premises.
  • Manages office supplies, ensures efficient use, and maintains a record.
  • Manages gift packs for storage and distribution.
  • Performs other duties as assigned by supervisor.
Job Specification
  • Diploma in healthcare-related or management courses (preferred)
  • Minimum 2 years of experience in clerical and administrative roles.
  • Good understanding of accounting and financial figures.
  • Proficient in Microsoft Office (Word, Excel, PowerPoint) and SAP systems.
  • Critical thinking and problem-solving ability.
  • Adaptable and able to work independently.