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Executive Asst, Clinical Research

4 weeks ago

Singapore National Healthcare Group Pte Ltd Full time

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Executive Asst, Clinical Research & Innovation Office

Institution: Tan Tock Seng Hospital

Family Group: Administration

The Executive Assistant is responsible for the provision of administrative support to all staff in CRIO. This role requires multi-tasking across a range of responsibilities, including handling confidential, administrative and operational support duties. He / She must be able to work independently, self-motivated, possess strong communication skills and highly organized to ensure all duties run smoothly on a daily and long-term basis

MAIN DUTIES AND RESPONSIBILITIES

SPECIFIC

A. Administrative & Operational

  • Organizing and managing schedules and calendars for manager and HOD.
  • Arrange, coordinate and manage logistics for department meetings and activities (i.e. booking / setting up of virtual and physical meetings, sending invites to meeting attendees, collation of presentation slides, circulation of agenda, etc.).
  • Attend, write and circulate minutes for CRIO meetings.
  • Receiving and processing all communication channels, including emails, physical mails and handling phone enquiries pertaining to CRIO matters / services.
  • Conferring with Finance department to help make payment, process incoming invoices and verify receipts.
  • To be well-versed in all payment systems, to ensure expenditures are properly tracked, itemized and promptly reimbursed.
  • Prepare and collate ad-hoc / monthly statistical reports as needed.
  • Scan and ensure proper records of research contracts, certificates and materials are current and updated in the CRIO Shared Drive.

B. Training and Events Management

  • Prepare onboarding / orientation for new staff (i.e. raise ITD job request to request for new staff ID and email account, setting up of software and operations logistics, etc.)
  • Organize and support CRIO research training events
  • Assist in internal CRIO events (CRIO department retreat / meeting) or research-related institutional programmes such as Academic Health Day.

C. Administrative Support & Cross-Coverage

  • Arrange and coordinate meetings, including venue booking, calendar invites, logistics setup, prepare meeting documents, and take minutes when required.
  • Support day-to-day operational routines such as document routing, office coordination, raise procurement or payment submissions (e.g., ePay), maintain proper filing and documentation for audits or internal review.
  • Provide cross-coverage support to other Executive Assistants in CRIO units during staff absence or peak periods.
GENERAL (20%)
  • Undertake other duties as assigned by the Supervisor / Head of department to ensure smooth administrative support across the CRIO units
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