Executive Assistant, Pearl Operations

2 weeks ago

Novena, Singapore Tan Tock Seng Hospital (TTSH) Full time

**Responsibilities**:
To maintain an efficient and smooth running of the Department’s administrative and secretariat functions, providing support for all administrative matters. Acts as liaison person to facilitate inter-department or intra-department communication
- Specific Duties
- **Meeting and Calendar Management**
- Maintain the diary for the Head of Department's/Director’s appointment and meeting schedules
- Arrange booking of meeting rooms/lecture hall for meetings, conferences, events and facilitate the necessary meeting logistics

**Secretariat Functions**
- Perform the department’s administrative and secretariat function, including writing minutes for department meetings
- Receive and review all manners of correspondence to ensure timeliness of reply and inform supervisor immediately on any matters of interest
- Establish and maintain files of office correspondences, circulars, minutes of meeting and confidential information etc.

**Administrative and Other Duties**
- Handle new staff onboarding matters (preparing name card, name tags, car park access etc) and staff resignation matters
- Maintain and update department/division organizational chart
- Collect and distribute mails for the department
- Collate and compile monthly or ad-hoc reports as required
- Maintain, co-ordinate and control office supplies, brochures and collaterals for the department
- Coordinate logistic and support for department’s events and activities
- Handle cheque/petty cash for department
- Any other duties as assigned by Head of Department or designate

**Job Requirements**
- Diploma in any discipline
- Strong Experience in administrative roles
- Proficient in Microsoft Word, Excel, Powerpoint and able to generate quality reports and presentations
- Good IT knowledge
- Meticulous, with good organizational and coordination skills
- Effective communication skills with people of all levels
- Able to work in a large and complex organisation

**Job Family**
- Administration

**Working Location**
- Novena (Central)

**Working Hours**
- Non-Shift, Office Hours

**Job Level**
- Non-Executive

**Education Level**
- Diploma

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