Personal Assistant/Secretary to the Executive Director
We are currently hiring for the above position:
Job Purpose:
• The Personal Assistant/Secretary provides high-level administrative support to the Executive Director (ED) by managing schedules, coordinating communications, and handling confidential matters. This role requires exceptional organizational skills, discretion, and the ability to manage multiple tasks in a fast-paced healthcare environment.
Key Responsibilities:
1. Administrative Support:
- Manage the ED’s calendar, schedule meetings, and ensure timely reminders for appointments.
- Draft, review, and distribute correspondence, reports, and presentations on behalf of the ED.
- Organize and maintain the ED’s files, ensuring easy retrieval and confidentiality.
2. Communication Coordination:
- Screen and prioritize emails, calls, and other forms of communication.
- Act as a liaison between the ED and internal/external stakeholders, including hospital departments, partners, and patients.
- Prepare meeting agendas and follow up on action
3. Event and Meeting Management:
- Organize and coordinate internal and external meetings, ensuring logistical arrangements are in place.
- Support the planning and execution of events attended or hosted by the ED.
4. Confidentiality and Discretion:
- Handle sensitive information with the utmost confidentiality.
- Ensure compliance with hospital policies and protocols regarding document security.
5. Office Management:
- Oversee the Executive Office’s daily operations, ensuring efficiency and professionalism.
- Order and maintain office supplies as needed.
6. Support to Leadership Activities:
- Assist in research and preparation of strategic documents for leadership discussions.
- Coordinate travel arrangements and prepare itineraries for the ED.
Qualifications:
Diploma or Bachelor’s degree in Business
Administration, Secretarial Studies, or a related field
• At least 3 years of experience as a Personal Assistant or Secretary, preferably in a healthcare or corporate setting
Applications to be sent to [email protected]
clearly indicating the role applied for on the subject line of the email by Friday 17th January 2025.
