Executive Secretary

**What the role is**
- As an Executive Secretary, you will provide secretarial and executive support to the Chief Executive Officer of Health Sciences Authority and Group Director, Corporate Services Group. This includes working closely with divisions, partners and stakeholders to manage the principals’ schedules, handling calls and correspondences, responding to public queries, preparing reports, and meeting agendas as well as taking on other ad-hoc tasks assigned by the principals.
The role will also require you to support Corporate Services departments in planning and organising events at the organisational and group level, as well as in the administrative and coordination work such as budget planning, asset management, training schedules and recruitment activities.

Secretarial Duties - Calendar / Appointments / Meetings and Travel Management
- Prioritise conflicting schedules and optimise time management in scheduling meetings and appointment requests.
- Prepare and arrange internal briefings for principals for upcoming events with staff on needed research, reports and presentation materials, including coordination of all materials and mode of meetings/events.
- Coordinate with liaison parties and provide end-to-end administrative and logístical support for internal/external events and stakeholder engagements.
- Arrange complex and detailed travel plans, itineraries, and agendas, compiling documents for travel related meetings.

Board Secretariat Support
- Serve as a liaison to the Board of Directors and Senior Management team, scheduling of Board Meetings, Board sub-com Meetings and any special meetings related to the Board with Board Members and/or with their PAs.
- Logistics arrangement for Board Meetings, Board Retreat and Board Sub-com Meetings
- Set and track timeline, schedule pre-meetings for presenters to clear the agenda/papers with CEO and/or Chairman prior to the meeting

Corporate HQ Secretariat Support
- Organise and coordinate weekly Corporate HQ meetings; prepare agenda; collate and disseminate meeting materials; write meeting minutes and provide logístical support.

Other Secretarial Duties
- Handling of enquiries/feedback/correspondence from external parties such as members of the public
- Track travel plans and leaves forecast of EXCO members and to highlight overlapping of leaves or conference period.
- Ensure coverage of duties for CEO's office.
- Ad-hoc duties as and when required by principals.

Other Duties
- Serve as one of the project team members to organise HSA-wide events such as annual HSA staff forum, VIP visits, townhalls and teambuilding activities.
- Provide direct admin support to CEO’s office, Group Director, Corporate Services Group’s office and Strategy and Business Transformation department in the budget planning, asset management and proposal and organisation of annual welfare lunch and utilisation of welfare funds
- Assist the Risk Management, Emergency Planning and Data Governance department to coordinate the scheduling and arrangements of trainings and coordinate the update and submission of periodic reports. Support the department in organising their events.

Job Requirements
- Experience in an executive or administrative capacity supporting C-suite and Senior Management level.
- Prior experience in Public Service is preferred
- Strong interpersonal skills with the ability to interact with all levels of staff in a profesisonal manner
- Strong written and verbal communication skills
- Meticulous, organised and detail-oriented
- Proactive and takes initiative to support principals in the prioritisation of work and appointments
- Able to multi-task and perform well in a fast-paced environment

**What you will be working on**

**What we are looking for