Associate Executive

The Regional Health System Office (RHSO) is looking for a proactive and detail-oriented Associate Executive to support our Community Care Team (CCT) and Zone Operations. This role plays a key part in ensuring smooth day-to-day administrative, training, and office operations while supporting a collaborative healthcare environment.

Key Responsibilities

Administrative Coordination & Meeting Management

• Maintain and update staff rosters, leave schedules, and on-call arrangements.
• Coordinate and support clinical and leadership meetings, including scheduling, room bookings, logistics, and follow-up actions.
• Manage calendars and appointments for leadership team members.
• Ensure accurate and timely documentation and records management.

Training & Development Support

• Coordinate staff training plans with internal stakeholders and external training providers.
• Maintain training records, certifications, and Continuing Professional Education (CPE) point tracking.
• Facilitate CPE applications and monitor training completion.
• Process staff system access requests and support onboarding requirements.
• Prepare and submit training-related documentation and invoices.

Office & Facilities Management

• Liaise with Facility Management, vendors, and relevant stakeholders on office maintenance matters.
• Coordinate office access arrangements for employees.
• Process monthly invoices, bills, and claims in a timely manner.
• Conduct orientation sessions for new staff, including workplace safety and security briefings.
• Support departmental projects, events, and community health activities, including occasional weekend engagements.

Requirements

• Diploma in any discipline.
• At least 2 years of relevant administrative experience, preferably within a healthcare setting.
• Proficient in Microsoft Office applications, especially Excel.
• Familiarity with scheduling and calendar management tools.
• Strong organizational, coordination, and multitasking skills.
• Excellent verbal and written communication skills.
• Meticulous with strong attention to detail.
• Able to work independently and collaboratively in a fast-paced environment.
• Willing to travel and work across NUHS locations when required.

Key Attributes

• Strong time management and prioritization skills.
• Customer-focused and service-oriented mindset.
• Professional and discreet when handling sensitive information.
• Adaptable and resourceful in managing changing priorities.
• Proactive problem solver with a positive attitude.