(Senior) Executive Assistant, HEAL Programme

About the role

The Executive Assistant supports the Dietitians in the planning, delivery and enhancement of the HEAL (Healthy Eating, Active Living) programme, a community-based lifestyle intervention for primary school children. The role covers development of educational content, digital outreach to support service delivery and programme implementation, and also supports the Division of Community Family and Child Health (CFCH) in divisional initiatives, cross-programme coordination and shared functions for child and maternal health programmes.

Key responsibilities

• Support development and production of educational materials and digital content by coordinating with internal stakeholders, external designers and vendors and other partners
• Gather insights from children, parents and schools to inform content development and programme improvement
• Support Dietitians in planning and delivering HEAL programmes in schools and communities, including logistics and on-ground facilitation
• Maintain programme records, databases (including on EPIC) and programme resources
• Assist with data collection, data entry and preparation of programme reports and presentations
• Support grant administration: manpower tagging, budget tracking, claims processing, documentation and record maintenance
• Monitor grant utilisation and maintain documents needed for reporting, audit and compliance
• Support procurement: obtaining quotations, raising purchase requests, tracking purchases, coordinating with vendors and reimbursement claims
• Provide administrative support for meetings, projects, workgroups and events, including scheduling, documentation and follow-up on action items
• Coordinate divisional initiatives involving multiple stakeholders and perform other administrative and operational duties

Required profile

• Recognised diploma in a related field; candidates with qualifications in Health Promotion, Communications, Healthcare Management or related fields are preferred
• Experience supporting community or health promotion programmes preferred
• Experience or strong interest in educational content development, health communication, digital media or creative project coordination
• Good organisational, communication and stakeholder management skills
• Comfortable working with children, parents, schools and vendors
• Strong attention to detail, able to manage data, documentation and multiple workstreams at once
• Strong teamwork skills and ability to work independently when required

Required skills

• Familiarity with digital tools, AI applications or automation solutions is an advantage
• Data entry and database maintenance (EPIC mentioned)