Allscripts

  • Executive Assistant

    Job Locations SG
    Posted Date 2 months ago(9/28/2018 7:34 AM)
    Requisition ID
    2018-18490
    Category
    Administrative/Clerical
  • Overview

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    Welcome to Allscripts! Our Mission is to be the most trusted provider of innovative solutions that empower all stakeholders across the healthcare continuum to deliver worldclass outcomes. Our Vision is a Connected Community of Health that spans continents and borders. With the largest community of clients in healthcare, Allscripts is able to deliver an integrated platform of clinical, financial, connectivity and information solutions to facilitate enhanced collaboration and exchange of critical patient information.

     

    The primary purpose of this role is to provide administrative assistance to senior business leadership and the business.

    Responsibilities

    Personal Assistance:

    • Calendar handling – proactively make appointments & organize calendar to ensure efficient use of managers’ time
    • Ensure managers are appropriately briefed for meetings & receive papers/packs in a timely manner
    • Attend business meetings, take and distribute notes and action plans
    • Coordinate EVPs leadership team activity (e.g. follow-up system, performance review)
    • Handle inbox – access mail to ensure urgent and important mail is escalated
    • Produce documents, briefing papers, reports and presentations
    • Deal with external and internal correspondence
    • Communicate with clients, suppliers and other staff
    • Screen telephone calls
    • Build knowledge of key business matters in order to effectively identify and screen priorities
    • Contribute towards delivery of business objectives and team activities.
    • Contribute to the building of good working relationships, both internally and externally

     

    Travel Arrangements:

    • Organize manager & team travel including booking flights, transfers & accommodation
    • Process Visa applications
    • Negotiate and arrange most cost effective routes and rates

     

    Meeting and event management:

    • Arrange meetings including sending invites, booking rooms, technology & refreshments.
    • Set up audio visual equipment, communicating with IT to ensure effective and timely use
    • Arrange events, communicating with venues and suppliers
    • Welcome and look after visitors
    • Take notes of meetings; write and distribute action plans
    • Follow-up and report on status of actions
    • Arrange team social events

     

    Data management and tracking:

    • Process expenses
    • Process and track purchase ordering and invoicing
    • Manage supplier relationships including complaint handling
    • Maintain sick and annual leave records and ensure compliance with company policy
    • Maintain organization charts and contact lists for department
    • Enter data & produce reports using various systems
    • Assist in the presentation of financial and other data
    • Collect and prepare data for monthly reporting
    • Create and maintain office systems to deal efficiently with paper flow
    • Organize and store paperwork, documents and computer-based information (including archiving)

     

    General, technology & facilities:

    • Stay up-to-date on company policies and procedures to ensure compliance by managers & teams
    • Ad-hoc tasks, e.g. filing, receiving & distributing faxes, photocopying, binding, organizing couriers
    • Distribute mail to teams
    • Back up call handling for team where appropriate
    • Own internal and external queries and information requests in order to proactively respond/take action
    • Act as champion for office technology (printers, faxes, audio visual equipment)
    • Link with IT to follow up on technology issues
    • Maintain local office supplies
    • Communicate with Facilities to report & follow up on issues affecting team area
    • Advise team members on administrative procedures
    • Assist as required with ad-hoc administrative work for managers & teams
    • Provide support as required to cover for colleagues in other areas of the business

     

    Role/area specific:

    • Carry out specific projects and research
    • Undertake budget coordination and monitoring
    • Maintain on-line departmental procedures
    • Coaching and/or mentoring less experienced colleagues as required
    • Onboarding new hires

    Qualifications

    Academic and professional qualifications:

    • Post secondary education
    • Business acumen
    • Exceptional MS Office skills (as required by role)
    • AV equipment – basic awareness of set up

     

    Experience:

    • Typically requires 7 years of experience gained from within a corporate environment supporting at the Executive or VP level.

     

    Travel requirements:

    • None

     

    Working arrangements:

    • Flexibility to work additional hours as role demands
    • Work is performed in a normal office setting with minimal exposure to health or safety hazards
    • Substantial time is spent working on a computer

     

    At Allscripts, our greatest strength comes from bringing together talented people with diverse perspectives to support the technology needs of 180,000 physicians, 1,500 hospitals and 10,000 post-acute organizations across the globe. Allscripts offers a competitive total rewards package, including holidays, vacation, and medical, disability and life insurance.

     

    We are an Equal Opportunity Employer. No job applicant or employee shall receive less favorable treatment or be disadvantaged because of their gender, marital or family status, color, race, ethnic origin, religion, disability or age; nor be subject to less favorable treatment or be disadvantaged on any other basis prohibited by applicable law.

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