Executive Assistant, Clinical Research

4 days ago

Singapore Tan Tock Seng Hospital Full time

-Family Group: Administration

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.

(A) Clinical Trials Accounts/ Billing Management
- Ensure prompt quarterly billing of clinical trials by raising invoices to Sponsors.
- Ensure payment is received from Sponsor in a timely manner.
- Ensure outstanding balance is billed at the end of the study or refund any balance to the Sponsor at study closure
- Printing of monthly Statement of Accounts for coordinators’ verification and highlight discrepancies/ irregularities to the Supervisor.
- Assist manager in consolidation of coordinator’s fee and internal cost transfer
- Assist manager in the closure of account at the end of the clinical trials.
- Assist in the maintenance of the Clinical Trials Database
- Assists in answering phone calls and enquiries pertaining to clinical trials.
- Maintain the filing system in Clinical Trials, CRIO.
- Manage medical records requirement by the unit.
- Maintain the Inventory of Assets for the Department.
- Arrange for preventive maintenance and calibration for the equipments under the unit.
- Co-ordinate or arrange for archival/ disposal of trial / research documents

(B) Administrative & Operational
- Organizing and managing schedules and calendars for manager and HOD.
- 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.).
- Attend, write and circulate minutes for CRIO meetings.
- Conferring with Finance department to help make payment, process incoming invoices and verify receipts.
- To be well-versed in all payment systems, to ensure expenditures are properly tracked, itemized and promptly reimbursed.
- Prepare and collate ad-hoc / monthly statistical reports as needed.
- Scan and ensure proper records of research contracts, certificates and materials are current and updated in the CRIO Shared Drive.

(C) Training and Events Management
- Organize and support CRIO research training events
- Provide support for CRIO special projects, such as TTSH Research Day, CRIO Retreat Day, etc.

**Requirement**
- Diploma in Business Administration or equivalent
- Proficient in MS Office Applications
- Excellent interpersonal & communication skills

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