Executive Asst, Clinical Research & Innovation Office

Family Group: Administration

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

MAIN DUTIES AND RESPONSIBILITIES

SPECIFIC

A. 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.

B. 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

• Assist in internal CRIO events (CRIO department retreat / meeting) or research-related institutional programmes such as Academic Health Day.

C. Administrative Support & Cross-Coverage

• Arrange and coordinate meetings, including venue booking, calendar invites, logistics setup, prepare meeting documents, and take minutes when required.

• Support day-to-day operational routines such as document routing, office coordination, raise procurement or payment submissions (e.g., ePay), maintain proper filing and documentation for audits or internal review.

• Provide cross-coverage support to other Executive Assistants in CRIO units during staff absence or peak periods.

GENERAL (20%)

• Undertake other duties as assigned by the Supervisor / Head of department to ensure smooth administrative support across the CRIO units