Senior Executive/Assistant Manager, Health Services and Population Health Unit - 2 years contract

Senior Executive/Assistant Manager, Health Services and Population Health Unit (HSPHU) - 2 years contract

The Senior Executive/Asst. Manager will play a pivotal role in supporting the establishment and day-to-day operations of the Health Services and Population Health Unit (HSHPU). Reporting to the Director, the incumbent will oversee the administrative and operational functions of the unit, coordinate strategic projects, and ensure efficient delivery of programmes and stakeholder engagements.

The role serves as the central coordination point for the HSHPU, providing executive support to the Director while managing project administration, governance processes, financial administration, communications, events, and operational planning. The successful candidate should be highly organised, proactive, and capable of managing multiple priorities within a dynamic healthcare and academic environment.

Key Responsibilities

1. Operations and Administration

• Support the Director and leadership team in the overall management and daily operations of the HSHPU.
• Manage the Director's calendar, meeting schedules and administrative priorities.
• Serve as the secretariat for governance committees, advisory boards and project meetings, including agenda preparation, minute-taking and follow-up on action items.
• Develop, implement and continuously improve administrative processes, standard operating procedures (SOPs) and operational workflows to enhance efficiency.

1. Project and Programme Management

• Support project governance activities, including documentation, reporting and project portfolio management.
• Coordinate cross-functional teams and facilitate communication among clinicians, researchers, operational departments and external collaborators.

1. Financial and Resource Management

• Support budgeting, financial planning and expenditure monitoring across the HSHPU.
• Track project budgets against milestones and funding requirements.
• Coordinate procurement activities, vendor engagement, contract administration and payment processing in accordance with institutional policies.
• Prepare financial reports, utilisation summaries and management dashboards.

1. Stakeholder Engagement and Communications

• Coordinate engagements with internal and external stakeholders including healthcare institutions, government agencies, academic partners and industry collaborators.
• Maintain stakeholder databases and support outreach initiatives to promote HSHPU programmes and collaborations.
• Assist in maintaining the HSHPU website, newsletters, presentations and communication materials.
• Coordinate publicity and communication activities for HSHPU initiatives.

1. Events and Capability Building

• Plan, coordinate and operationalise webinars, seminars, workshops, conferences and stakeholder engagement events.
• Manage event logistics including venue arrangements, registration, budgeting, procurement and post-event reporting.
• Support training and capability-building activities organised by the HSHPU.

1. Human Resource and Office Administration

• Coordinate recruitment activities and onboarding of staff.
• Maintain office resources, equipment and administrative records.

1. Other Responsibilities

• Support strategic planning, annual work planning and reporting exercises.
• Prepare briefing materials, presentations and reports for senior management.
• Perform other duties as assigned by the Director or leadership team.

Requirements

1. Qualifications

• Bachelor's degree in Business Administration, Healthcare Management, Public Health, Life Sciences or a related discipline.

1. Experience

• At least 3-5 years (Senior Executive) or 5-8 years (Assistant Manager) of relevant experience in healthcare, higher education, research administration or programme management.
• Experience supporting senior management or directors in a complex organisational environment.
• Experience in project coordination and stakeholder management.
• Experience with budgeting, procurement and contract administration is preferred.
• Prior experience in healthcare research will be an advantage.

1. Competencies

• Excellent organisational and project management skills.
• Strong interpersonal and stakeholder management abilities.
• Excellent written and verbal communication skills.
• Ability to work independently and manage multiple priorities simultaneously.
• High level of discretion and professionalism when handling confidential information.
• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook) and online collaboration platforms.
• Experience with project management tools or website content management systems would be advantageous.

1. Preferred Attributes

• Familiarity with Singapore's healthcare or academic research landscape.
• Experience supporting research centres, healthcare programmes or strategic initiatives in cross organisation roles with a strong ability to collaborate across departments and align diverse stakeholders.
• Demonstrated ability to build effective working relationships across multidisciplinary teams.

Key Performance Indicators (Examples)

• Timely delivery of HSHPU operational and administrative activities.
• Successful coordination of governance meetings, workshops and stakeholder engagements.
• Timely submission of financial, operational and management reports.
• Implementation of operational improvements and streamlined administrative processes.
• Positive stakeholder feedback and effective support to the Director and leadership team.