Executive Assistant

13 hours ago

Novena Central Community Development Council, Singapore Celecti Pte Ltd Full time $40,000 - $80,000 per year

Responsibilities:

Calendar & Scheduling

  • Provide comprehensive secretarial support to the Director, Clinical Research Unit (CRU).
  • Manage and coordinate the Director's calendar, including scheduling of appointments and meetings.
  • Process claims, payments, and other administrative transactions as required.
  • Offer general clerical and administrative assistance to the team.
  • Coordinate travel arrangements for the Director and CRU staff for work-related trips.

Administrative Support

1. Mail Management

  • Collect, sort, and distribute incoming mail, faxes, and circulars.
  • Prepare and dispatch outgoing correspondence, including pamphlets, notices, letters, circulars, and publications to polyclinics and doctors via the mailroom.
  • Perform faxing, filing, photocopying, franking, and retrieval of departmental records and essential correspondences.

2. Meeting Coordination

  • Organize departmental meetings, including scheduling dates, booking venues, compiling agendas, and circulating minutes to CRU staff and relevant attendees.
  • Arrange ad-hoc meetings and refreshments as required.
  • Schedule departmental meetings and send timely reminders to participants.
  • Prepare meeting logistics such as attendance lists, handouts, and other required materials.
  • Record and prepare meeting minutes upon request.

3. Data Collation

  • Compile and maintain departmental statistics as required.
  • Submit attendance records for training events to NHGP HRD following completion of training sessions.

4. Research Administration

  • Provide administrative and logistical support to the Manager and CRU team as required.
  • Support grant administration processes and related documentation.
  • Assist the Director in preparing presentation materials when needed.
  • Support the Manager in organizing research-related activities such as Journal Clubs, Research Didactics, and Forums.
  • Assist in planning and coordinating research and medical ethics training courses and seminars.
  • Provide secretariat support for various research initiatives, including NHGP Research Attachments and CRU Research Assistance applications.
  • Track research outcomes and maintain research training records.
  • Coordinate and consolidate registration for research-related courses for doctors.
  • Oversee the renewal of subscriptions for research-related e-journals.

5. General Administration

  • Monitor and update staff leave records (e.g., annual, medical) and maintain the staff movement chart as necessary.
  • Raise IT job requests and follow up on related matters.
  • Manage departmental stationery inventory and ensure the organization of storage areas.
  • Process purchase requisitions, e-payments, and other procurement-related tasks as required.
  • Maintain an organized filing system (both physical and digital) and ensure proper back-up of departmental files, including tracking CRU assets and IT equipment.

Secondary Responsibilities

  • Assist in managing the department's generic email account.
  • Support the maintenance and updating of the department's intranet webpage.
  • Perform any other duties as assigned by supervisors and/or the Director, CRU.

Interested candidates, please click apply or send your CV over to

Cherilyn Lim Min Hui (Ms.)

CEI Reg No:. R

Office Tel nos

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