Sr Executive

-Family Group: Administration

**Job Purpose**

The Sr Exec / Exec Secretary supports the Group Chief Corporate Development Officer (GCCDO) and assists in general administrative support for Group Corporate Development.

He/She provides personal administrative support to GCCDO, including managing of calendar, organisation of meetings, travel and other administrative arrangements. He/She needs to possess good interpersonal skills and professional discretion in his/her liaison with multiple stakeholders, including senior leadership of departments and organisations, and in handling confidential information. This includes administrative support to NHG Chairman and Board Members.

He/She provides general administrative support for Group Corporate Development, ensuring that the department’s day-to-day operational needs are well taken off. He/She plans for department’s meetings, manages the department’s office facilities, fixed assets, supplies, electronic mailing list and physical mailers, as well as in-processing and onboarding of new staff, as well as out-processing of departing staff.

**MAJOR DUTIES & RESPONSIBILITIES**
- Schedule NHG meetings and update online calendar timely and accurately - for example cluster-level (NHG Board, SMM and any other committees chaired by or supported by GCCDO)
- Update schedule for meetings such as meeting with NHG Chairman and Board Members
- Coordinate all other external meetings, with multiple representatives from various institutions such as MOH and other external collaborators.
- Plan appropriate schedule for meeting with staff reporting to GCCDO with appropriate duration and frequency allocation
- Update relevant stakeholders where applicable, on the related meeting schedules and timelines for paper/slides submissions
- Ensure meeting agenda and materials for meetings are submitted to GCCDO on a timely basis before meeting and checking for completeness and proper formatting.
- Organize events for SMM and Board Members when necessary, such as engagement dinners, appreciation dinners which will include preparing appreciation gifts.
- Play a key role in coordinating for monthly department meetings and provide secretariat support such as agenda collation and drafting of slides where required.
- Manage department shared folder to ensure organized document repository and set a high standard of documentation compliance
- Taking on role as department’s representative to HQ HR for liaison of staff welfare matters, for example distribution of materials or collation of staff’s responses for HR related surveys etc.
- Support on-boarding and off-boarding of staff for department
- Manage office facilities (queries on workstation allocation, lock replacement), stationery supplies and name card orders (through e-stationery account).
- Collection and distribution of letters, magazines and publications delivered to department’s pigeonhole.
- Support in regular updating of department’s Organisation Chart.
- Manage and track the department’s fixed assets (e.g., laptops), ranging from purchase of replacement laptops to oversee the Kill Disk, condemnation and proper disposal of old laptops to updating of department records regularly, as well as to provide support in NHG HQ’s fixed asset verification exercise.

**JOB REQUIREMENTS**

Education/Training/Experience
- Diploma/Degree in Business Management
- At least 8 years of experience as a personal assistant to Chief level or in general office management

Personal Attributes
- Good interpersonal, time management and professional discretion skills.’
- Extremely meticulous
- Able to work independently and also in a team effectively.
- Possess organisation and planning skills.
- Willing to assume responsibilities as directed.