Senior Associate Executive, AIO Innovation Office (1 year contract)

Why Join the Tech Office?

The NUHS Tech Office drives enterprise-scale digital and AI initiatives across the cluster. You will be part of a high-impact team supporting healthcare transformation, learning health systems, and next-generation clinical technologies.

Overview

The NUHS Tech Office is seeking a highly organised and proactive Senior Executive / Assistant Manager (Department Administrative and Operation Coordinator) to support a large, complex, and fast-paced technology department. This role provides administrative, operational, and coordination support across engineering, data, AI, DevOps, product, and project teams. The ideal candidate excels at multitasking, managing parallel workstreams, and maintaining accuracy under pressure. This is a key operational role supporting the Group Chief Technology Officer (GCTO) and Tech Office leadership.

Key Responsibilities

1. Administrative & Department Support

• Provide executive-level administrative support to GCTO Office and Tech Office leadership.
• Manage complex and frequently changing calendars across multiple Tech Office leaders, including meeting room and online meeting bookings.
• Coordinate meetings, prepare agendas, take minutes, and follow up on action items.
• Handle high-volume communications (email, Teams, WhatsApp) and ensure timely responses.
• Maintain departmental documentation and filing systems (SharePoint, Teams, OneDrive).
• Organise logistics for departmental events, workshops, trainings, retreats, and company events such as D&D.
• Serve as the first point of contact for internal and external stakeholders.

2. Procurement, Finance & HR Coordination

• Support procurement workflows (quotations, SES, POs, GRs) across multiple concurrent projects.
• Assist with finance-related submissions.
• Submit department claims and payment requests in a timely manner.
• Coordinate hiring activities, interview scheduling, onboarding, and offboarding logistics for staff and vendors.
• Manage off-boarding for staff who exit the company.
• Work with internal HR, Finance, and Procurement partners to ensure timely approvals.

3. Project & Stakeholder Coordination

• Support concurrent Tech Office projects by tracking deliverables, reminders, and timelines.
• Assist in preparing reports, presentations, and documentation for leadership.
• Liaise with internal departments, institutions, Synapxe, and external vendors.
• Follow up proactively to ensure tasks and deadlines are met.
• Coordinate and facilitate training and local conference sign-up and approval.
• Support overseas travel arrangements, including flight and conference bookings, claim submissions, and tracking/forecasting of overseas travel requests within the department.
• Coordinate report and paper submission for senior management’s approval.

4. Communications & Event Support

• Prepare and disseminate departmental communications and announcements.
• Organise logistics for departmental events, workshops, trainings, retreats, team-bonding and company events (e.g., D&D).
• Plan and coordinate with tech office leadership, speakers and attendees on the monthly technical sharing session. This include putting together the relevant content/agenda, speaker, schedule, venue and publicity.

5. Office Administration & others

• Manage staff access, workspace allocation, equipment tracking, and office supplies.
• Handle User Access Management (UAM) of staff and project collaborators which includes the adherence of workflow, compliance to policy, documentation and tracking.
• Coordinate and follow through with the onboarding and offboarding processes and UAM approval for new staff, project collaborators and vendors.
• Provide secretariat support to NUHS SRB.
• Support day-to-day operations to ensure a smooth working environment.
• Track, report, and submit fixed asset records.

Requirements

• Diploma or degree preferred.
• 2–5 years of relevant administrative or coordination experience.
• Experience in a fast-paced or complex environment (healthcare, IT, engineering, corporate) is an advantage.
• Proactive, exceptional multitasking ability and comfort managing many parallel tasks.
• Strong organisational and time-management skills.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office, Teams, SharePoint, and digital administration tools.
• Ability to handle confidential information with discretion.
• Proactive, resourceful, and independent.
• Calm and composed under pressure.
• Strong attention to detail.
• Flexible and adaptable to frequent changes.
• Team-oriented with a service mindset.