Executive Assistant

Reporting To: Managing Director

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Job Purpose

The Executive Assistant provides high-level administrative, operational, and coordination support to the Managing Director (MD) within a private healthcare group.

This role is critical in ensuring the smooth functioning of executive offices by managing complex schedules, facilitating communication across clinical and administrative teams, and supporting governance, compliance, and strategic initiatives.

The incumbent must demonstrate a high level of discretion, professionalism, and the ability to work effectively in a fast-paced, patient-centric environment.

Job Responsibilities

• Provide comprehensive administrative support.

• Manage complex calendars, including clinical, operational, and governance meetings

• Coordinate multidisciplinary meetings

• Prioritise and manage correspondence, ensuring timely responses to critical clinical and operational matters

• Prepare meeting agendas, collate papers, and ensure timely dissemination of materials

• Record accurate minutes and track follow-up actions

• Ensure documentation aligns with hospital policies, accreditation standards, and regulatory requirements

• Maintain proper records for audits, inspections, and compliance reviews

• Facilitate communication across departments to ensure alignment of priorities

• Draft professional correspondence, reports, and presentations for internal and external stakeholders

• Handle sensitive and confidential information, including patient-related or medico-legal matters, with discretion

• Maintain organised filing systems in accordance with healthcare documentation standards

• Support procurement requests, claims processing, and basic budget tracking where required

• Ensure proper documentation control and version management for policies and reports

• Assist in data collation, analysis, and preparation of dashboards or reports

• Follow up on action items to ensure timely completion

Job Requirements

• Diploma or Bachelor’s Degree in Business Administration or related discipline

• Minimum 4 years of experience supporting senior executives

• Experience in a regulated or professional services environment; healthcare experience is an advantage

• Strong written and verbal communication skills, with the ability to draft professional correspondence independently

• Highly organised with strong attention to detail and ability to multitask

• Strong judgement and ability to handle sensitive or ambiguous situations independently

• Proactive, resourceful, and able to work independently in a fast paced environment

• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)

• Strong organisational and prioritisation skills in a complex, high-pressure environment

• High level of discretion, professionalism, and confidentiality

• Ability to manage multiple stakeholders, including clinical professionals

We regret that only shortlisted candidates will be notified.