Toa Payoh - Manager, Executive Director Office (Healthcare).

Key Responsibilities

• Provide full administrative support to the Executive Director, including complex calendar scheduling, travel planning, and meeting preparation.
• Act as the first point of contact for the ED, managing correspondence with internal and external stakeholders with professionalism and discretion.
• Prioritize time and engagements effectively to ensure strategic focus.
• Oversee daily operations of the leadership office in collaboration with senior managers and department leaders, and perform administrative tasks such as managing calendars, generating correspondence, maintaining hard copies and electronic files, planning and coordinating leadership- and enterprise-level meetings, and scheduling facilities

• Support the ED and leadership team in driving strategic priorities, tracking follow-through of key initiatives, and monitoring progress.
• Prepare briefing notes, presentations, and talking points for internal and external engagements.
• Help translate high-level plans into operational execution by coordinating with relevant departments.

• Serve as a liaison between the Executive Director and internal teams, promoting alignment and smooth information flow.
• Draft and review internal communications, ensuring consistency with NCIS values and strategic direction.
• Facilitate leadership-level meetings, capturing key decisions and tracking action items to completion.

• Lead and coordinate special projects as assigned by the ED, working with cross-functional teams to achieve desired outcomes according to established timelines and budget parameters
• Identify opportunities for process improvement and support organizational change efforts.
• Oversee planning and execution of major leadership or institute-wide meetings/events.

• Consolidate data and insights to generate reports, dashboards, and presentations for leadership review.
• Assist in monitoring institutional performance indicators and preparing board-level or Ministry updates as required.
• Stakeholder and Partner Engagement
• Support the ED in building and nurturing relationships with donors, government bodies, academic partners, and other external collaborators.
• Ensure high standards of engagement in all external-facing interactions and events.
• Lead or participate in change management efforts within the organization, ensuring smooth transitions during periods of change, growth, or restructuring.

• Undertake additional duties and responsibilities as assigned by the Reporting Officer or Head of Department (~20%).
• Provide flexible support across leadership office functions, contributing to team priorities and broader organizational needs as required.

• Bachelors degree in healthcare administration, business, communications, or a related field.
• At least 10 years of relevant experience, including direct support or administrative management for C-suite or senior executive leadership
• Proven ability to manage complex calendars, high-level correspondence, and confidential matters with sound judgment and discretion.
• Strong strategic thinking and organizational skills, with the ability to anticipate needs, prioritize tasks, and manage multiple deadlines.
• Excellent written and verbal communication skills, including drafting of high-level documents, presentations, and reports.
• Strong interpersonal and stakeholder engagement skills; able to work effectively with internal teams and external partners.
• Professionalism, emotional intelligence, and a service-oriented mindset.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint); experience with collaboration platforms such as Teams, SharePoint, or other IT platforms (eg. Canva, Adobe Suites, Lucid Chart, generative AI) is an advantage.

To apply, please visit to www.gmprecruit.com and search for Job Reference: L67W83XR

GMP Recruitment Services (S) Pte Ltd | EA Licence: 09C3051 | EA Personnel: Jaremy Ong | Registration No: R1876766

This is in partnership with the Employment and Employability Institute Pte Ltd (e2i).

e2i is a tripartite initiative of the National Trades Union Congress set up to support nation-wide manpower and skills upgrading initiatives.

By applying for this role, you consent to GMP Recruitment Services (S) Pte Ltds PDPA and e2is PDPA.