Senior Executive Secretary

Job Purpose / Objective

Support high level executives and management by providing administrative support and performing numerous duties including scheduling, writing correspondences, emailing, handling visitors, routing callers, making travel arrangements, writing reports and other activities.

Key Responsibilities / Accountabilities

• Perform secretarial duties for top administrative and management staff, including taking dictations, transcribing correspondences and reports, and proofreading typed material.
• Receive and assist visitors and telephone callers, referring them to appropriate individuals.
• Maintain calendar, arrange meetings and book conference rooms.
• Coordinate travel arrangements; prepare itineraries, travel vouchers and records.
• Assist the HoD with special projects as assigned.
• Attend meetings as required, prepare minutes and related documents.
• Coordinate with Departmental Secretaries regarding inter hospital notifications.
• Maintain strict confidentiality in official matters and prioritize accordingly.
• Check, supervise cleaning and arrange HoD's office as needed.
• Gather departmental updates from various units as instructed.
• Authorize leaves, vacations, exit clearance via the online application on behalf of HoD.
• Request office supplies through the online application, follow up, and coordinate with the purchaser.
• Prepare purchase requests, material requests, check supplies, transfer goods, and send empty toner to property control.
• Handle incoming and outgoing documents, maintain safe filing and record keeping for easy retrieval.
• Carry out special projects as allocated.
• Participate in person-centered care initiatives undertaken by HMG.
• Enrich patient experience with compassion, respect and dignity.
• Perform other applicable tasks and duties within the realm of knowledge, skill and abilities.

Requirements

• Education/Professional Qualification: Bachelor's Degree.
• Experience: At least five (5) years in the same field; hospital experience preferred.
• Professional Licensing / Certification / Training: N/A.

Seniority level

Entry level

Employment type

Full-time

Job function

Administrative

Industries

Hospitals and Health Care

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