(Gov Hospital) Contract Healthcare Executive Assistant (Up 3.5K) #HJC

Singapore | Posted: Jul 11, 2026

KEY RESPONSIBILITIES

1. Office Administration & Records Management

• Maintain an organised and up-to-date filing system for all office documents, technical drawings, and correspondence in accordance with hospital standards.
• Handle incoming and outgoing documents, mail, and requests from other departments and consultants, ensuring timely distribution and follow-up.
• Raise purchase requisitions and process invoices, liaising with Finance and relevant departments to ensure timely payment and proper record-keeping.
• Track and follow up on outstanding payments with external vendors, suppliers, and contractors, ensuring all invoices and claims are processed, documented, and resolved within agreed timelines.
• Manage office supplies and stationery, ensuring sufficient stock is maintained at all times.

2. Meeting Support & Note-Taking

• Schedule and coordinate meetings, book venues, and ensure rooms are set up with the necessary equipment and materials ahead of time.
• Attend meetings as assigned to take clear and accurate notes, and distribute minutes to attendees following approval.
• Follow up on meeting action items and assist in compiling status updates for the team.

3. Events & Exhibition Logistics

• Provide logistical support for hospital-wide events, forums, and engagement sessions organised by the team, including venue booking, setup coordination, and on-the-day support.
• Liaise with vendors for displays, exhibitions, and visual materials, coordinating delivery, installation, and removal in line with event timelines.
• Assist in preparing presentation materials, collaterals, and briefing packs for internal and external stakeholders.

4. Staff & General Support

• Assist with onboarding of new team members, including coordinating access, IT setup, and induction arrangements.
• Handle internal communications and correspondence professionally, including responding to general enquiries and directing queries to the right person.
• Support the team with any other administrative or operational tasks as assigned by the supervisor or Head of Department.

REQUIREMENTS

• Diploma in any discipline.
• At least 1-2 years of administrative or office support experience, preferably in a healthcare or public sector setting.
• Organised and detail-oriented, with the ability to manage multiple tasks and deadlines concurrently.
• Proficient in Microsoft Office applications including Word, Excel, and PowerPoint.

Jace Choo Oi Kei

Personnel EA License No.: R1875164

Recruit Express Pte Ltd (EA Licence No.: 99C4599)