Job Description

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 National University Cancer Institute, Singapore (NCIS) is a national specialist centre under the National University Health System (NUHS). It is the only public cancer centre in Singapore treating both paediatric and adult cancers in one facility.

We are seeking an outstanding and highly motivated C-Level Executive Assistant to be part of our incredible team, supporting the Executive Director and ACOO, to ensure the efficient operation of the leadership office and the organisation as a whole. We are looking for talent who has exceptional organisational, communication, and problem-solving skills to provide a full spectrum of logistical, administrative, and personal support. Given the dynamic nature of the executive landscape, the talent must be flexible and consistent while maintaining the confidentiality of high-level systems and operations.

Key Responsibilities

Calendar and Schedule Management:

• Manage calendar by scheduling and prioritizing meetings, appointments, and events.
• Coordinate travel arrangements, including flights, accommodations, and itineraries.
• Anticipate scheduling conflicts and proactively resolve them.

Communication and Correspondence:

• Act as a gatekeeper, screening and managing incoming emails, calls, and messages.
• Draft, edit, and proofread correspondence, presentations, and reports on behalf of the executive.
• Handle confidential and sensitive information discreetly.

Information Management:

• Maintain an organized filing system for documents, reports, and records.
• Conduct research and gather information to support decision-making processes.
• Prepare and distribute meeting agendas, materials, and follow-up action items.

Project Support:

• Assist in managing key projects and initiatives by coordinating tasks, deadlines, and resources.
• Monitor project progress, track milestones, and provide regular updates to the executive.
• Prepare project reports and presentations as needed.

Relationship Management:

• Build, engage and maintain strong working relationships with internal and external stakeholders.
• Liaise with other executives, department heads, and team members to facilitate communication and collaboration.
• Be a positive impact on the organization\'s culture

Event Planning:

• Organize and coordinate internal and external events, conferences, and board meetings.
• Handle logistics, invitations, catering, and other event-related tasks.

Financial Administration:

• Assist in budget management, expense tracking, and financial reporting.
• Process invoices, claims, expense reports, and reimbursements on behalf of the executive.

Problem Solving:

• Identify issues and challenges that require the executive\'s attention and provide solutions or recommendations.
• Anticipate potential problems and take proactive measures to address them.

Technology Proficiency:

• Be proficient in using office software, scheduling tools, and communication platforms.
• Stay up-to-date with the latest technology trends and tools that can enhance efficiency.

Professionalism and Discretion:

• Maintain the highest level of professionalism, ethics, and confidentiality.
• Exercise sound judgment in handling sensitive and confidential matters.

Adaptability and Flexibility:

• Be able to adapt to changing priorities and work in a fast-paced, dynamic environment.
• Handle unexpected challenges and urgent matters effectively.

Continuous Improvement:

• Seek opportunities for process improvement and efficiency in the leadership office.
• Participates in the development and implementation of secretarial standards, policies and practices.
• Stay current with industry trends and best practices in executive support.

Key Requirements

• Bachelor\'s Degree with a minimum of 5 years of administrative experience or executive support roles, preferably in a corporate / executive C-suite setting
• A positive and \'can-do\' attitude
• Desire and ability to provide outstanding service, while upholding respect for others
• Exhibit professionalism by demonstrating personal accountability, effective work habits, empathy and teamwork
• Highly organized individual with the ability to exercise good judgement in diverse situations and balance multiple priorities, without sacrificing quality
• Resourceful and adaptable with strong-problem solving skills
• Proven ability to manage competing priorities and meet tight deadlines
• Excellent communication skills (written and verbal)
• Strong command in English is required. Other language skills are desirable but not required.
• Excellent computer skills (M365 - Word, Excel, PowerPoint, Outlook, communication platforms)
• Technologically skilled with IT equipment
• Possess a high level of attention to detail
• Demonstrate discretion in dealing with confidential information in all aspects of work
• Ability to h andle high pressure situations with composure and resilience
• Ability to work independently and assume additional responsibilities, as required

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 extend far beyond the ordinary. The smiles of gratitude from patients and the profound sense of fulfilment 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.

National University Health System