Job Descriptions

Primary responsibilities:

1. 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)
2. 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)
3. 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
4. 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.
5. 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):

1. 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

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