Job Descriptions
Primary responsibilities:
- Calendar management
- Coordinate and manage the Executive Director's calendar for Health District-related meetings, including scheduling, rescheduling, and confirming appointments (note: must work closely with his PA, who handles non-Health District meetings and travel)
- Prioritize and respond to scheduling requests based on urgency and importance, ensuring optimal time management for the Executive Director
- Communicate with internal and external parties to arrange appointments and meetings, providing necessary details and follow-ups
- Maintain overall Health District calendar (key publicity & engagement events)
- Meeting coordination
- Assist in scheduling team meetings, including coordinating with external parties to find mutually convenient times
- Prepare and arrange meeting logistics as required (e.g., meeting room booking, visitor parking, handouts, refreshments, gifts)
- Event logistics organization
- Organize logistics for events, including venue booking, ordering meals and refreshments, and liaising with vendors for event support
- Ensure all event materials and equipment are prepared and available on-site
- Assist with event setup, execution, and teardown as necessary
- Travel arrangements
- Arrange outbound travel logistics (e.g., flights, hotels, ground transport) for Health District study trips as required
- Coordinate inbound travel and hospitality (e.g., gifts, welcome basket) for international visitors / delegations to Health District as required
- General admin & office support
- Facilitate onboarding of new staff, including preparing welcome materials, coordinating orientation schedules, and ensuring workspace setup
- Manage office resources, including booking meeting rooms, maintaining office equipment, and ensuring availability of stationery
- Coordinate with IT and facilities teams to address any office-related issues or needs
Secondary responsibilities to support Admin (Procurement, Finance):
- Purchasing & Resource management
- Handle procurement processes to acquire necessary resources, equipment, and services for CPH and Health District HQ, working closely with NUS CPO
- Manage relationship with vendors and negotiates contracts to ensure favourable terms
- Manage office supplies, inventory and assets (e.g., gifts, T-shirts, stationery, laptops) to ensure availability as required
Job Requirements
- Bachelor's degree in any discipline
- 3-5 years experience in admin, finance, procurement or other related roles
- Proficiency in Microsoft Office
- Experience in project coordination is a plus
- Detail-oriented, meticulous, highly organized
- Good written and verbal communication
- Fast learner and independent self-starter
