(Senior) Executive Assistant - NUCOHS (Admin)

Career in the Hospital

Join our incredible team at the National University Hospital (NUH), where we believe that a hospital is more than just a workplace. Every day, we witness the remarkable impact that our healthcare professionals can have on individuals, families, and entire communities.

At NUH, we are driven by a shared purpose – to lend a helping hand to those in need, to be a source of support and healing, and to empower patients to live their best lives.

We are looking for passionate and committed individuals to join us as we transform lives and create a lasting impact in the lives of our patients. The impact you make at NUH will be profound, regardless of the role you take up in the hospital.

About NUH

The National University Hospital (NUH) is Singapore’s leading university hospital, with a proud heritage dating back to 1905 with the establishment of what’s now the NUS Yong Loo Lin School of Medicine. Our strong ties with the medical school have shaped us into a unique institution, allowing us to seamlessly integrate clinical care with teaching and research. As a university hospital, we go beyond the realm of providing tertiary medical care. We are a hub of knowledge and innovation, attracting healthcare professionals who are passionate about pushing boundaries and making significant contributions to the field.

About Department and Purpose of the Position

The Executive Assistant/Senior Executive Assistant provides administrative support to the Executive Director (ED) and other clinicians assigned by ED of the National University Centre for Oral Health (NUCOHS), ensuring efficient management of the ED's office and facilitating smooth operations of the Centre.

Duties and Responsibilities

Primary Responsibilities and Duties (80%)

1. Manage ED’s calendar, including scheduling meetings and appointments.
2. Coordinate meetings, preparing agendas, taking minutes, following up on action items, and arranging catering when necessary.
3. Dispatch outgoing mails to other departments within the hospital, as well as to external parties. Distribute incoming mails to the department.
4. Perform typing, sorting, filing, scanning, photocopying, and recording of documents and forms. Prepare routine correspondence, reports, and presentations.
5. Coordinate special projects and initiatives as directed by ED. Liaise with other departments and external partners to facilitate project implementation and follow-up.
6. Collate and update relevant data required by the department for purposes of cost management and improvement.
7. Handle purchase and work requisition processes, from calling suppliers for quotations to submitting invoices to Finance for payment. Process expense reports for the ED office.
8. Prepare and submit claims and records for course claims, night allowances, leave, and petty cash for department staff.
9. Handle confidential and sensitive information with discretion and maintain confidentiality at all times.

Secondary Responsibilities and Duties (20%)

1. Collect and dispatch documents from/to areas within hospital premises.
2. Requisition, control, and maintain good utilization of office supplies in the department.
3. Provide general administrative support to other team members when needed.
4. Perform any other duties assigned by the supervisor.

Key Requirements

1. Diploma
2. Minimum 2 years of experience in clerical and administrative duties.
3. A good understanding of accounting and figures.
4. Good computer skills in Word, Excel, and PowerPoint.
5. Good communication and interactive skills.
6. Able to work independently.

Closing & Applications

When you join NUH, you become part of a dynamic and collaborative environment where expertise, knowledge, and compassion all come together.

Working in healthcare offers satisfaction that extends far beyond the ordinary. The smiles of gratitude from patients and the profound sense of fulfillment that comes from helping others cannot be measured. It is a career that allows for both personal and professional growth. The challenges you encounter in this rapidly evolving industry push you to constantly expand your knowledge and skills, as well as encourage lifelong learning.

Be a part of a team that gets to create a transformative healthcare experience for our patients and professionals alike.