Executive Assistant, Nhg Cares - Singapore - National Skin Centre(S) Pte Ltd

National Skin Centre(S) Pte Ltd

Verified Company

Singapore

1 week ago

Posted by:

Wei Jie

beBee Recruiter

Description

Family Group: Administration

The Executive Assistant supports the Executive Director(s) and assists in general administrative support for NHG Cares.

She provides personal administrative support to the Executive Director(s) including managing of calendar, organisation of meetings, travel and other administrative arrangements.

She needs to possess good interpersonal skills and professional discretion in her liaison with multiple stakeholders, including senior leadership of departments and organisations, and in handling confidential information.

The Executive Assistant provides general administrative support for NHG Cares, ensuring that the department's day-to-day operational needs are well taken off.

She plans for NHG Cares' 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

Responsibilities:

Personal Assistance to Executive Director(s)

Plan, schedule and coordinate meetings/appointments with multiple representatives from various internal and external institutions / organisations.
Ensure the logistics of the meetings are in place e.g. booking of meeting rooms, set up of projectors etc.
Prepare meeting materials, distribute meeting agendas related documents and provide secretariat support, when necessary
Accurate and timely management and updating of Executive Director(s)' calendars
Assist Executive Director(s) to prepare conference/travel files and itinerary; complete submission claims for overseas travel and corporate expenses
Maintain the filing system and records and ensure timely retrieval of such files and records as and when required.

Departmental support to NHG Cares

Coordination for NHG Cares' core strategic meetings/regular department meetings and provide secretariat support such as agenda collation, minutes taking and drafting of slides, when required.
Managing of office facilities (queries on workstation allocation, lock replacement), stationery supplies, computer peripherals, name stamp and name card orders (through estationery account)
Managing department's account in corporate social media platforms, where applicable
Collection and distribution of letters and publications delivered to NHG Cares
Assist with the management and tracking of the department's fixed assets (e.g. laptops), ranging from purchase of replacement laptops to oversee the transfer, condemnation and proper disposal of old laptops/external hard disk to updating of department records regularly, as well as to provide support in NHG HQ's fixed asset verification exercise.
Assist with preparation and implementation of department events, workshops and trainings.
Coverage for other administrative duties during the absence of Senior Executive/Executive/Executive Assistant.
Other general office administrative duties of the department, as assigned.

Job Requirements

Education/Experience

Diploma in any discipline
Preferably with at least 3 years of experience as a personal assistant or in general office management

Personal Attributes

Good interpersonal, communication skills with the ability to work independently in a team
Meticulous, organized and detailedoriented
Willing to assume responsibilities as directed.