Senior Executive Secretary

Job Description

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 arrangement, writing reports and other activities.

Key Responsibilities / Accountabilities

• Perform secretarial duties for top administrative and management staff, including taking dictations, transcription correspondences and reports and proof-reading 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; prepares itineraries; prepares, compiles and maintains travel vouchers and records.
• Assist the HoD with special projects as assigned.
• Attend meetings, as and when required, and prepares minutes of meetings and other documents within the scope of the office.
• Coordinate with Departmental Secretaries regarding inter – hospital notifications.
• Maintain strictest confidentiality in official matters and determine matters of top priority and handle accordingly.
• Check, supervise to clean and arranges HoD’s office from time to time.
• Gather various monthly or fortnightly updates from various departments as instructed by HoD.
• Apply, review and approve various leaves, vacations, exit-clearance in online application on behalf of HoD.
• Request office supplies through online application request and follow up on approval of HoD and to purchaser.
• Make purchase request, material request, checking of office supplies from time to time, transfer of goods and sending empty toner to property control department.
• Responsible for incoming and outgoing of documents, keeping the files in safe and ensure filing and record keeping are designed and maintained to permit easy retrieval of information.
• 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 task and duties assigned within the realm of his knowledge, skill and abilities.

Education/ Professional Qualification

• Bachelor’s Degree

Experience

• At least five (5) years of experience in in the same field; Hospital experience preferred.

Professional Licensing / Certification / Training

• N/A