Executive Assistant - SEHA Fertility Care; Corniche

Overview

Responsible for providing high-level administrative and secretarial support to the Manager/Director by preparing departmental reports, handling information requests, and performing clerical functions such as preparing correspondences, receiving visitors, arranging conference calls, and scheduling meetings. Also responsible for helping the Manager/Director in any other duties as assigned.

• Preparing and disseminating reports, correspondences and presentations
• Preparing professional reports, memos, letters, presentations, invoices, and other documents, using word processing, spreadsheet, and presentation software
• Reading and analyzing incoming memos, submissions, and reports to determine their significance and plan their distribution while maintaining confidentiality
• Managing records and files:
  Filing and retrieving Department documents, records, receipts, invoices, policies and reports and maintaining employees and departmental files
• Managing calendars and schedules
• Managing and maintaining an accurate workable calendar and schedule for the Manager/Director i.e. prioritizing scheduling meetings and appointments
• Making travel arrangements for the Manager/Director, to ensure efficient traveling
• Making arrangements for Human Resources department meetings, preparing agendas and minutes for the same, following up the status of meeting actions and report progress of tasks to the Manager/Director
• Performing other office and clerical duties
• Performing general office duties including, but not limited to, ordering supplies, answering phone, photocopying, faxing, greeting visitors, maintaining and managing contacts for partners, vendors and staff
• Managing office equipment, including postage machine, printers, fax, photocopier, conference phone and projector
• Providing production support, photocopying and binding as necessary
• Developing any written materials like procedures and policies to be communicated to employees as required
• Handling special projects and matters as directed by the CEO
• Maintaining client service standards and answering queries from facility employees or customers in a pleasant manner
• Contributing to team effort by participating in team efforts as required from time to time
• Collaborating with other members of the team to carry out work smoothly

• Qualification:
  
  Bachelors Degree or High School Diploma
• Special Certificate: NA
• Required:
  
  2-4 years progressive executive secretarial responsibility
• Desired:
  Experience in a large healthcare facility