Associate Executive

The Regional Health System Office (RHSO) is looking for a proactive and detail-oriented Associate Executive to support our Community Care Team (CCT) and Zone Operations. This role plays a key part in ensuring smooth day-to-day administrative, training, and office operations while supporting a collaborative healthcare environment. Key Responsibilities Administrative Coordination & Meeting Management - Maintain and update staff rosters, leave schedules, and on-call arrangements. - Coordinate and support clinical and leadership meetings, including scheduling, room bookings, logistics, and follow-up actions. - Manage calendars and appointments for leadership team members. - Ensure accurate and timely documentation and records management. Training & Development Support - Coordinate staff training plans with internal stakeholders and external training providers. - Maintain training records, certifications, and Continuing Professional Education (CPE) point tracking. - Facilitate CPE applications and monitor training completion. - Process staff system access requests and support onboarding requirements. - Prepare and submit training-related documentation and invoices. Office & Facilities Management - Liaise with Facility Management, vendors, and relevant stakeholders on office maintenance matters. - Coordinate office access arrangements for employees. - Process monthly invoices, bills, and claims in a timely manner. - Conduct orientation sessions for new staff, including workplace safety and security briefings. - Support departmental projects, events, and community health activities, including occasional weekend engagements. Requirements - Diploma in any discipline. - At least 2 years of relevant administrative experience, preferably within a healthcare setting. - Proficient in Microsoft Office applications, especially Excel. - Familiarity with scheduling and calendar management tools. - Strong organizational, coordination, and multitasking skills. - Excellent verbal and written communication skills. - Meticulous with strong attention to detail. - Able to work independently and collaboratively in a fast-paced environment. - Willing to travel and work across NUHS locations when required. Key Attributes - Strong time management and prioritization skills. - Customer-focused and service-oriented mindset. - Professional and discreet when handling sensitive information. - Adaptable and resourceful in managing changing priorities. - Proactive problem solver with a positive attitude.