Executive Secretary

Responsibilities

• Provide administrative and clerical support to departments or individuals.
• Schedule meetings and arrange conference rooms.
• Alert manager for cancellations or new meetings.
• Handle information requests.
• Arrange for outgoing mail and packages to be picked up.
• Prepare confidential and sensitive documents.
• Determine matters of top priority and handle accordingly.
• Prepare agenda for meetings and take and transcribe dictations.
• Maintain office procedures.
• Coordinate committees and forces.
• Relay directives, instructions and assignments to executives.
• Maintain hard copy and electronic filing system.
• Greet visitors, ascertain purpose of visit, and direct them to appropriate staff.
• Maintain medical records, technical library, and correspondence files.
• Operate office equipment and use word processing, spreadsheet, and other software applications to prepare reports, invoices, financial statements, letters, case histories, and medical records.
• Perform various clerical and administrative functions, such as ordering and maintaining an inventory of supplies.
• Perform other related duties as requested by General Manager/Hospital Director.

• Bachelor’s Degree in Secretarial or equivalent.
• Knowledge of administration coordination and related tasks.
• Knowledge of general administrative and clerical procedures.
• Working knowledge of healthcare-based preferred.
• Minimum 5 years’ experience in related field.