Executive Asst (Ambulatory Services)

Job Description:

The Executive Assistant provides comprehensive support ensuring the smooth operations of our executive team and administrative functions in clinic settings. The ideal candidate will be adept at managing multiple tasks, prioritising responsibilities, and maintaining a high level of professionalism. This position does not involve patient interaction and focuses exclusively on administrative duties and the working hours are 8.30am-6.00pm.

Job Responsibilities:

1. Administrative Support:
   1. To support the clinic in the scheduling of specific appointments requested by external stakeholders and to liaise with the respective departments.
   2. Manage and coordinate executive schedules, appointments, and meetings.
   3. Prepare and edit correspondence, communications, presentations, and other documents.
   4. Organise and maintain files, both electronic and paper, ensuring easy retrieval and compliance with company policies.
   5. Other ad hoc duties assigned by the Reporting Officer.

2. Communication:

1. Serve as the primary point of contact between executives and internal/external stakeholders.
2. Handle incoming calls, emails, and other communications, ensuring timely and accurate responses.

3. Project Coordination:

1. Assist in the planning and execution of special projects and events.
2. Coordinate logistics for meetings and track project progress and deliverables.

4. Office Management:

1. Oversee office supplies inventory and order necessary items.
2. Ensure the proper functioning of office equipment and facilities.
3. Manage vendor relationships and negotiate contracts as needed.

Requirements:

Competency

1. 1. Organisational Skills: Exceptional ability to manage time, prioritise tasks, and handle multiple responsibilities simultaneously.
   2. Communication Skills: Strong written and verbal communication skills; ability to interact professionally with executives and stakeholders.
   3. Attention to Detail: Keen eye for detail and accuracy in all aspects of work.
   4. Confidentiality: Maintain strict confidentiality regarding sensitive information.

Educational and Professional Requirements

1. Education: Diploma holder in Business Administration, Healthcare Administration, or a related field.
2. Experience: Minimum of 2-3 years of experience in an executive assistant or administrative role, preferably in a healthcare setting.
3. Technical Skills: Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
4. Familiarity with electronic medical records (EMR) systems and other healthcare-related software is a plus but not required.