Associate Executive (Contract, Div of Med-KIDS 0-3)

In alignment with the vision and mission of KIDS 0-3 Program, with supervision, you will provide operational coordination, administrative support and project management to the Department. You will also be managing the day-to-day administrative duties, secretarial support activities of the office, research data collation, tracking and entries. In addition, you may independently administer a defined program initiative or service operation for the Program.

Job Description:

You are required to demonstrate your ability in utilizing resources in a cost effective manner. You shall prepare or assist with the preparation of scheduled and/or ad hoc reports. You will be coordinating purchases made by the department. You are expected to demonstrate good interpersonal relations with public and staff.

You shall oversee and administer the day-to-day activities of the office / satellite office and develop systems which ensure productive and efficient office operation. You are to assist and support the Supervisor and/or Senior Management in problem solving, project planning and management, and development and execution of state goals and objectives.

You are the primary point of direct administrative contact and will liaise with other offices, individuals, and external institutions and agencies on a range of specified issues. You will organize and facilitate meetings, conferences, trainings and other special events.

You will provide and/or oversee the provision of direct staff support which may include greeting and assisting visitors, handling phone calls and inquiries, scheduling and maintaining calendars and travel arrangements, screening analyzing and preparing responses to incoming correspondences, handling day-to-day public relations and problem solving.

You are involved in the coordination, supervision and completion of projects. You may oversee and administer the day-to-day activities of one or more specialized program initiatives for the Program. You will coordinate the application of computer accounts and other administrative details pertaining to new employees. You are expected to enhance professional growth and development through participation in educational program in service meetings, and workshops.

Requirements:

• Diploma with 2 – 4 years’ relevant experience, or GCE N/O/A Level, or NITEC in Office Skills with 8 – 10 years’ relevant experience.
• Ability to communicate effectively, both orally and in writing.
• Possesses records maintenance as well as organizing and coordinating skills.
• Strong word processing, receptionist and data entry skills.
• Has knowledge of supplies, equipment and/or services ordering and inventory control.
• Ability to maintain calendars and schedule appointments.
• Ability to understand and follow specific instructions and procedures.
• Skillful in the use of operating basic office equipment.
• Ability to deal amicably with all levels of staff and external customers.
• Ability to maintain confidentiality of records and information.
• Supervisory skills.