Executive Assistant, Operations Support Services

6 days ago

Singapore Khoo Teck Puat Hospital Full time

-Family Group: Administration

The Executive Assistant is responsible to provide administrative support to the Department.

**MAJOR DUTIES AND RESPONSIBILITIES**

**(A) **SPECIFIC**
- To help in the analysis and collation of data to improve work processes, including the preparation and timely submission of monthly reports.
- To prepare monthly statistical graphs, database (mail merging), plan roaster for 24-hour helpline and word documents.
- Maintain filing system in the department pertaining to licenses, all purchase requites, receipts, circulars, minutes, staff records (eg. MC, Annual Leave)
- To process incoming and outgoing mail - Sort, date, record, classify, postage, despatch.
- Maintain office supplies and equipment. To replenish office supplies, maintain stock inventory, report faulty office equipment, track transfer and disposal of office equipment/furniture, keeping track of various types of keys in the clinics, including staff locker keys.
- To arrange and coordinate meetings, setting up Laptop, book and prepare meeting room, confirm attendance, arrange for refreshments (if needed).
- To assemble informational materials by searching for information from printed publications, performing internet search, and be able to photocopy, scan, and bind documents.

**(B) **GENERAL**
- To support emergencies when necessary.
- Support all corporate activities and community projects.
- To stand in for mail room daily operation when mail room staff is not available.
- To carry out other duties as assigned by Reporting Officer.

**JOB REQUIREMENTS**

**EDUCATION, TRAINING AND EXPERIENCE**
- Minimum Diploma
- Good communication and interpersonal skills, willing to multi-task, disciplined, has integrity, organised.
- Must be a team player.
- Good office skills in Microsoft Word, Microsoft Power Point and Microsoft Excel (to be familiar with usage of PC, laptop, internet, photocopier, fax machine, scanner, binding machine, shredding machine, stationery, digital camera, laminating machine, projector LCD).

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