Executive Secretary
Gama Hospital (Former Astoon Hospital)
Total years of experience :13 years, 0 Months
• Provides executive support activities to assist the Chief Executive Officer \[CEO\] in the development, implementation and executive management of Hospital programs and policies.
• Reports directly and solely to the Chief Executive Officer.
• Performs full range of Executive Secretarial and related duties with considerable independent judgment in decision-making.
• Performs a variety of executive support tasks that are highly confidential and sensitive in nature.
• Due to confidentiality issues, assumes membership of the Recruitment Committee as Committee Secretary/Coordinator, with the following specific duties:
A. Preparation of invitation and coordination of committee meetings
B. Preparation of agenda and documents required
C. Drafting and transcription of meeting minutes
D. Handling and safekeeping of hard and soft copies of documents and files
• Frequent contacts with all the Senior Executive Management members, Heads of Departments, Chiefs of Services and Units, and other hospital staff to ensure efficient work output and coordination for the CEO Office.
• Any patient and/or visitor coordinating with the CEO office to ensure smooth flow and efficient task compliance \[if any\].
• Attends to all issues directed to and coming from the Chief Executive Officer
• Handles sensitive concerns and maintains confidentiality of all issues undertaken by the CEO and the Hospital Administration as a whole
• Prepares correspondences, reports and materials for the CEO
• Researches, compiles, assimilates and prepares confidential and sensitive documents and brief the CEO accordingly
• Reads and screens incoming correspondences and reports; make preliminary assessment of importance of materials and organize documents; clarifies issues (as may be allowed or applicable) prior to forwarding to CEO
• Receives and screens incoming telephone calls and visitors; determines priority level and alert CEO accordingly; makes referral to appropriate administrator or staff where possible or provides requested information
• Acts as liaison between CEO and other administrators or staff by transmitting directives, instructions and assignments, and following-up on the status of assignments
• Reviews, proofreads and edits documents prepared for the CEO’s signature
• Transcribes meeting minutes for the biannual board meeting
• Maintains CEO calendar
• Coordinates meetings and conferences as directed by the CEO
• Handles incoming and outgoing calls of the CEO in appropriate manner
• Performs general clerical duties but not limited to photocopying, faxing, mailing, emailing and filing
• Establishes and maintains hard copies and electronic filing and management system
• Signs for couriered packages addressed to the Hospital
• Handles all incoming mails addressed to the Hospital and its employees, including sorting/segregating and sending in bulk to each respective department/service/unit
• Coordinates Hospital-based work
• Supervises support staff
• Performs miscellaneous related duties as may be requested
• Ensure Hospital compliance with the standards laid down by the approved national / international accreditation standards and related regulatory bodies.
• Act as receptionist for the Department Director, screen all personnel, visitors and direct to appropriate individual.
• Take minutes of meeting, transcribe material using computer and distribute minutes to designated personnel.
• Prepare, compose business correspondence as required.
• Answer screen telephone calls and take messages.
• Arrange and keep records of appointment and meetings and remind the Department Director.
• Maintains a filing system to meet the needs of the office and to be able to retrieve materials as and when needed.
• Performs administrative and office support activities for multiple supervisors.
• Duties may include fielding telephone calls, receiving and directing visitors, word processing, creating spreadsheets and presentations, and filing.
• Open and sort all non-confidential incoming correspondence.
Maintain confidentiality at all times.
• Comply with the hospital policy and procedures, meet standard and perform duties necessary to support and achieve accreditation and quality service.
• Perform other duties assigned within the realm of his / her knowledge, skills and abilities.
• Provide accurate, efficient and committed office work support to the senior management.
• Prepare minutes of meeting and perform presentations. Liaise with internal and external departments. Compile, transcribe, and distribute minutes of the meetings.
• Manage the routine office management functions, deal with clients and visitors and maintain corporate relations. Provide support to the management on executive level.
• Sort out all incoming / outgoing mails and correspondence on the base of urgency, priority, confidentiality or routing to facilitate quick and efficient service to the concerned.
• Take care of the confidential files, matters and documents for senior management.
• Arrange appointments; make necessary arrangements for the meeting and ensure availability of appropriate personnel for the same as per scheduled time and place.
• Collect, organize and summarize information requested by the Senior Managers.
• Maintain proper records of incoming and outgoing correspondence; and file documents and letters in a systematic manner; and keep all assigned files up-to-date.
Bachelor of Science in Nursing