Our client is actively searching for a
Associate Executive, Planning & Development
to join their team!
If you are a dynamic individual seeking a new career opportunity, read further!
THE ROLE
You will provide day-to-day administrative and operational support to the Medical Tower Planning and Development team in the CEO's Office. You are the operational backbone of the office - keeping things running smoothly so that the planning team can focus on delivering the Medical Tower project. This role suits someone who is organised, dependable, and takes pride in doing the groundwork well.
The responsibilities of this role are:
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.
The ideal candidate will need to have the following qualities and experience:
- 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.
- Good written and verbal communication skills in English.
- Proficient in Microsoft Office applications including Word, Excel, and PowerPoint.
- A team player who takes initiative, handles confidential information with discretion, and demonstrates sound work ethics.
