Senior Executive/Assistant Manager

This role is a junior executive position under KIDS 0-3 Program. The role requires comprehensive programme operations and administrative support across multiple functional areas with strategic oversight and the ability to maintain a "helicopter view" of various databases and administrative processes whilst providing tactical support to senior management and coordinating with internal and external stakeholders.

You will assist the Operations & Admin Manager in managing the day-to-day operations and provide full spectrum of administrative support to Programme Lead, Deputy Leads,  Programme Manger, various Discipline Leads and cross hospital departments.

You will also work closely with external stakeholders such as KidSTART Pte Ltd, ECDA, MOHH and various training institutions/agencies.

Your key role includes operational coordination, administrative/secretariat support and project management for the programme. To assist Admin Team Lead in supervising support staff as appropriate; and may independently administer a defined service operation for any upcoming projects.

A deep appreciation and understanding of the programme's objectives, target population, and operational complexities will be essential to thrive in this role and contribute meaningfully to the programme's success.

Your responsibilities will include:

Programme Operations & Strategic Support

• Maintain comprehensive oversight of different databases related to administrative processes and proactively suggest process improvements
• Work closely with the service and programme evaluation team to ensure operational synergy and effectiveness
• Prepare both scheduled and ad-hoc presentations, information advisories and reports for Senior Management, Division of Medicine and Departmental requirements, often within short notice periods

Human Resources Coordination & Supervision

• Oversees clinic recruitment officers (based at KKH clinic) and guide staff to ensure proper data documentation is always maintained
• Have oversight on onboarding processes and provides administrative orientation for new hires
• Coordinate with external stakeholders to assist in training applications for staff and work with internal Service and Programme Evaluation team to maintain records of all training activities in the department
• Support step-down or step-up roles within the team as operational needs arise
• Assist Admin Team Lead in supervising support staff as appropriate

Stakeholder Management & Reporting

• Liaise with internal and external stakeholders for various reports including KPI reports and Financial Audit
• Work closely with HR, MMD, Facilities and Finance departments (not limited to) to ensure Programme's processes and procedures are aligned with organization's policies
• Collaborate with IT vendors to ensure department is well informed of IT updates/system migrations and individual staff is equipped with the appropriate IT systems accesses, as required
• Coordinate with external stakeholders including KidSTART Pte Ltd, ECDA, MOHH and various training institutions/agencies

System Administration & IT Management

• Serve as KSL Liaison for Reports and manage SSNET User Management functions
• Oversee the coordination of access and system set-up for new staff members, ensuring proper security protocols are followed and achieve smooth, efficient onboarding for new staff
• Oversee the procurement of IT equipment in accordance with budgetary guidelines and organisational standards

Infrastructure & Facilities Management

• Coordinate infrastructure maintenance including repair and maintenance requirements for office facilities
• Support renovation/relocation projects if any from planning through completion, liaising with contractors and ensuring minimal disruption to operations
• Monitor facility safety standards and compliance with health and safety regulations

Administrative & Compliance

• Provide secretariat support to senior management by organizing and facilitating meetings, including agenda preparation and minutes-taking
• Perform any other administrative tasks required by the Programme's Senior team where required

Communications

• Act as primary liaison for marketing and communications initiatives, coordinating with external agencies and internal stakeholders
• Manage development and distribution of collaterals and promotional materials

Job requirements:

• Recognized degree with at least min 2 years relevant working experience
• Experience in project implementation and management
• Capacity to operate both independently
• Ability to have collaborative teamwork, which includes supporting staff across all areas without territorial boundaries and maintaining a flexible, service-oriented approach to cross-functional collaboration
• Strong analytical, organizing and facilitation skills
• Commitment to adding value to the team
• Ability to thrive in fast-paced operations requiring agility and adaptability to changing priorities and demands, whilst maintaining strong self-regulation skills to manage workload effectively and prevent overwhelm that could compromise work quality
• Exceptional verbal and written communication skills and the ability to deal effectively with people at all levels
• Proficiency in advanced Excel and other Microsoft office applications

We regret to inform that only shortlisted candidates will be notified via email. Thank you for your application.