Executive Secretary

3 days ago

Singapore HSA Health Sciences Authority Full time

As a Personal Assistant, you will provide secretarial and executive support to the Chief Executive Officer of Health Sciences Authority. This includes working closely with divisions, partners and stakeholders to manage the principal’s schedule, handling calls and correspondences, responding to public queries, preparing reports, and meeting agendas as well as taking on other ad-hoc tasks assigned by the principal.

The role may require you to support up to 2 principals, where needed.

Secretarial Duties - Calendar / Appointments / Meetings and Travel Management
- Prioritise conflicting schedules and optimise time management in scheduling meetings and appointment requests.
- Prepare and arrange internal briefings for principal(s) for upcoming events with staff on needed research, reports and presentation materials, including coordination of all materials and mode of meetings/events.
- Coordinate with liaison parties and provide end-to-end administrative and logístical support for internal/external events and stakeholder engagements.
- Arrange complex and detailed travel plans, itineraries, and agendas, compiling documents for travel related meetings.

Board Secretariat Support
- Serve as a liaison to the Board of Directors and Senior Management team, scheduling of Board Meetings, Board sub-com Meetings and any special meetings related to the Board with Board Members and/or with their PAs.
- Logistics arrangement for Board Meetings, Board Retreat and Board Sub-com Meetings
- Set and track timeline, schedule pre-meetings for presenters to clear the agenda/papers with CEO and/or Chairman prior to the meeting

Corporate HQ Secretariat Support
- Organise and coordinate weekly Corporate HQ meetings; prepare agenda; collate and disseminate meeting materials; draft meeting minutes and provide logístical support.

Other Duties
- Serve as one of the project team members to organise Corporate HQ events such as townhalls, teambuilding and staff engagement activities
- Handling of enquiries/feedback/correspondence from external parties such as members of the public
- Track travel plans and leaves forecast of EXCO members and to highlight overlapping of leaves or conference period
- Ensure coverage of duties for CEO's office.
- Ad-hoc duties as and when required

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