Executive Secretary

Job Purpose / Objective : Responsible for supporting high-level executives and management or entire departments. Provides administrative support and performs numerous duties, including scheduling, writing correspondence, emailing, handling visitors, routing callers, and answering questions and requests. 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. Requirements: Education/ Professional Qualification: - Educational : Diploma - Professional: Secretarial Practices or Business Administration Experience: - Four or more years of experience in in the same field; Hospital experience preferred. Professional Licensing / Certification / Training: - Certification : Relevant Certification - Licensing : N/A