Senior Executive / Assistant Manager (Admin)

The Senior Executive/Assistant Manager provides high-level administrative and operational support to a clinician-scientist (CS), ensuring efficient management of academic, clinical and other external commitments. The role manages coordination, prioritisation and stakeholder interactions including but not limited to the following – coordinates complex scheduling, facilitates external engagements, and ensures administrative compliance for publications, consultancy work, and sponsored activities. The executive serves as a key coordination point between the research laboratory, clinical teams, institutional partners, and industry collaborators, enabling the CS to operate effectively across research, clinical and other professional leadership responsibilities. This role is also required to provide operational support for a clinical programme supervised by the CS, where necessary.

Key Responsibilities:

1.    Strategic Calendar and Engagement Management/Coordination, and Administrative Support (80%)

•    Schedule and coordinate meetings with minimal conflicts
•    Manage and prioritise a complex calendar across all engagements
•    Coordinate travel and meeting logistics for conferences, meetings, and academic visits
•    Provide administrative support for external appointments such as steering committees, advisory boards, and professional panels
•    Manage administrative processes related to professional body/vendor sponsorship and industry engagements
•    Coordinate documentation and administrative processes for consultancy engagements
•    Coordinate adjustments and rescheduling of clinic sessions (in collaboration with the clinical operations team where possible)
•    Communicate schedule changes to relevant clinical staff and stakeholders
•    Assist in the preparation and submission of expense claims related to travel, meetings and professional activities
•    Support administrative requirements related to scholarly publications
•    Manage submission documentation including conflict-of-interest (COI) declarations and disclosure forms

2.    Operational support for clinical programme (20%)

•   Assist in processing paperwork for fellowships
•   Proactive identification and resolution of execution risks – e.g. delays in approvals, regulatory issues
•   Track application status and outcome

Key Requirements:

•    Bachelor’s Degree in any field. Biomedical Sciences, Life Science, or a related fields will be an advantage.
•    Demonstrated experience in executive support, programme coordination, or operations roles within healthcare, academic medicine, or related settings will be an advantage.
•    Good organisational and prioritisation skills in a fast-paced, high-stakes environment.
•    Ability to manage complex schedules involving multiple stakeholder groups.
•    Strong written and verbal communication skills for engaging stakeholders.
•    Good critical thinking and problem-solving skills.
•    Good interpersonal skills
•    Ability to complete tasks independently with minimal supervision.
•    Attention to detail with strong documentation and record-keeping skills.