Executive Secretary - Singapore - HSA Health Sciences Authority

HSA Health Sciences Authority

Verified Company

Singapore

4 weeks ago

Posted by:

Wei Jie

beBee Recruiter

Description

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 endtoend 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 subcom 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 Subcom Meetings
Set and track timeline, schedule premeetings 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.
Adhoc duties as and when required