Programme Executive, Surgery (1 year contract)

Job Description

The Senior Executive provides administrative, secretarial, operational, and communications support to the reporting manager, clinicians, and programme activities within the Surgery / Upper Gastrointestinal Division at NUS Yong Loo Lin School of Medicine.

The role exists to centralise and manage the growing volume of coordination, communications, event support, and stakeholder engagement across multiple workstreams — ensuring operational continuity, timely follow-up, and professional delivery of the division's educational, scientific, and administrative activities.

Key outcomes include timely scheduling and event execution, accurate maintenance of membership and administrative records, responsive communications, compliant processing of finance-related matters, and seamless support for division and programme activities.

Primary Responsibilities include

1. Administrative and secretarial support
   • Manage calendars, schedule meetings, prepare agendas, and handle documentation and correspondence on behalf of the reporting manager and clinicians
   • Process claims, procurement requests, and sponsorship invoices in coordination with Surgery admin and Finance
   • Maintain accurate filing systems and ensure timely follow-up on outstanding matters
2. Scientific meeting coordination
   • Coordinate weekly and ad-hoc meetings including logistics, agenda preparation, minute-taking, and action item tracking
   • Send meeting reminders and distribute pre-read materials to clinicians and faculty
3. Event and programme support
   • Support the planning and execution of workshops, seminars, and conferences including venue logistics, speaker liaison, and on-site coordination
   • Coordinate speaker and faculty travel logistics, travel grant facilitation, and post-event reimbursements
4. Communications and publicity
   • Prepare and distribute announcements, newsletters, and surveys to members and stakeholders
   • Design or coordinate publicity materials in support of programme outreach and engagement activities
5. Webpage and registration support
   • Update programme webpages and registration sites to ensure accurate event information
   • Manage registration workflows and troubleshoot issues to ensure a smooth participant experience
6. Membership and mailbox administration
   • Manage the shared mailbox, ensuring timely responses and proper routing of enquiries
   • Maintain membership records, support onboarding of new members, and distribute important updates to ExCo and members
7. Travel and finance coordination
   • Coordinate travel arrangements, visa applications, and accommodation for speakers and faculty
   • Facilitate travel grants, withholding tax submissions, and reimbursement claims in compliance with NUS finance guidelines
8. General operations support
   • Liaise with internal departments (Surgery admin, Finance) and external stakeholders as required

Qualifications

• Degree in any discipline
• At least 2 years of relevant experience in administration, operations, secretarial support, communications, or event coordination

Skills and attributes

• Organised and detail-oriented, with the ability to manage multiple tasks and competing priorities concurrently
• Good written and verbal communication skills, with a professional and responsive approach to stakeholder engagement
• Able to work independently and exercise sound judgment, as well as collaborate effectively as part of a team
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook)

Req ID: 32653