Senior Executive Assistant, Aio Innovation Office
2 weeks ago
Provide secretarial and administrative support to Group Chief Technology Officer (GCTO) and GCTO Office
- Manage an extremely active, dynamic calendar of internal & external appointments for GCTO
- Handling travel arrangements for GCTO, GCTO Office and reimbursement
- Assist GCTO in all personal and confidential matters
- Act as the point of contact for GCTO Office for external and internal stakeholders
- Coordinate internal and external meetings for GCTO and GCTO Office
- Arrange teleconference meeting for GCTO Office
- Handle meeting room booking/preparation; Inventory requests in liaison with internal teams; Arrange for refreshments
- Manage communications with NUHS senior management
- Prepare minutes and collate reports for submission to senior management, including note taking and letter drafting
- Compile operations reports for weekly meetings
- Facilitate internal communication (e.g. distribute information and schedule presentations)
- Handle new hires onboarding that includes Preparation of workstation; procurement of laptop, staff pass and necessary inventory; basic orientation etc.
- Handles administrative setup of office systems and knowledge of administrative procedures including HR, finance, procurement, etc.
- Handle procurement of small items for GCTO Office
- Submit claim and payment for GCTO Office’s invoices
- Administer, screen, process, and follow up on new users’ on-boarding to GCTO Office Artificial Intelligence (AI) development environment
- Ensure completeness and accuracy of submission of Innovation projects (such as data classification, risks, budget, etc.) for timely review and approval by innovation council
- Follow up with relevant signatories and stakeholders of the projects in a timely manner
- Assist in industrial and institutional events initiated by GCTO Office e.g. seminar, exhibition, roadshows, etc.
- Follow up with new industry contacts to further the collaboration of GTCO Office with the industry
**Requirements**:
- Diploma in Business and Administration or related field.
- Proficiency in Microsoft suite of software, especially Word, Excel, PowerPoint, and Outlook. Familiar with stenography.
- Knowledge of additional management software is advantageous
- Strong attention to detail; requires mínimal supervision to achieve a high level of accuracy and precision
- High level of discretion; commitment towards keeping information confidential
- Strong organizational and time management skills. Able to show a great degree of responsiveness to requests
- Ability to work closely with all levels of management and staff, and a strong team player
- Professional communications and discretion and personal integrity is essential to this position
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