Executive Assistant, Service and Operations (Clinic)

About the role

The Executive Assistant, Service and Operations will support the smooth running of a National University Polyclinic. You will act as a central hub for administrative, financial and facilities tasks, ensuring that clinic staff, patients and vendors receive timely and accurate service.

Key responsibilities

• Coordinate daily clinic operations and maintain comprehensive training records for all staff.
• Monitor budget expenditures, prepare financial reports and ensure alignment with approved budgets.
• Oversee procurement, obtain quotations, place orders and manage inventories of equipment, supplies and nursing consumables.
• Compile and track facility maintenance requests, liaise with vendors and document repairs.
• Perform digital archiving of clinic documents and assist with digitisation of patient medical records.
• Process reimbursements, petty‑cash claims and other executive support tasks.
• Supervise administrative assistants, assign duties and provide guidance.
• Manage patient education materials and coordinate space bookings for clinics and community partners.
• Handle ad‑hoc duties as directed by senior officers.

Required profile

• Polytechnic diploma in any field.
• 2–3 years of general administrative experience.
• Meticulous, strong organisational and coordination abilities.
• Excellent communication and interpersonal skills.
• Ability to work independently and as part of a fast‑paced team.
• Willingness to work a 5.5‑day week.

Required skills