Job Description

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.(A) Clinical Trials Accounts/ Billing Management * Ensure prompt quarterly billing of clinical trials by raising invoices to Sponsors.

• Ensure payment is received from Sponsor in a timely manner.
• Ensure outstanding balance is billed at the end of the study or refund any balance to the Sponsor at study closure
• Printing of monthly Statement of Accounts for coordinators\' verification and highlight discrepancies/ irregularities to the Supervisor.
• Assist manager in consolidation of coordinator\'s fee and internal cost transfer
• Assist manager in the closure of account at the end of the clinical trials.
• Assist in the maintenance of the Clinical Trials Database
• Assists in answering phone calls and enquiries pertaining to clinical trials.
• Maintain the filing system in Clinical Trials, CRIO.
• Manage medical records requirement by the unit.
• Maintain the Inventory of Assets for the Department.
• Arrange for preventive maintenance and calibration for the equipments under the unit.
• Co-ordinate or arrange for archival/ disposal of trial / research documents

(B) 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.

(C) 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
• Provide support for CRIO special projects, such as TTSH Research Day, CRIO Retreat Day, etc.

Requirement

• Diploma in Business Administration or equivalent
• Proficient in MS Office Applications
• Excellent interpersonal & communication skills

National Healthcare Group