Assistant Manager, Senior Advisor Office

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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