Executive Assistant - SEHA Fertility Care (Corniche)

Job Description Responsible for providing high-level administrative and secretarial support to the Manager/Director by preparing departmental reports, handling information requests, and performing clerical functions such as preparing correspondences, receiving visitors, arranging conference calls, and scheduling meetings. Also responsible for helping the Manager/Director in any other duties as assigned.

Responsibilities Preparing and disseminating reports, correspondences and presentations Preparing professional reports, memos, letters, presentations, invoices, and other documents, using word processing, spreadsheet, and presentation software

Reading and analyzing incoming memos, submissions, and reports to determine their significance and plan their distribution while maintaining confidentiality

Managing records and files Filing and retrieving Department documents, records, receipts, invoices, policies and reports and maintaining employees and departmental files

Managing calendars and schedules

Managing and maintaining an accurate workable calendar and schedule for the Manager/Director i.e. prioritizing scheduling meetings and appointments

Making travel arrangements for the Manager/Director, to ensure efficient traveling

Making arrangements for Human Resources department meetings, preparing agendas and minutes for the same, following up the status of meeting actions and report progress of tasks to the Manager/Director

Performing other office and clerical duties

Performing general office duties including, but not limited to, ordering supplies, answering phone, photocopying, faxing, greeting visitors, maintaining and managing contacts for partners, vendors and staff

Managing office equipment, including postage machine, printers, fax, photocopier, conference phone and projector

Providing production support, photocopying and binding as necessary

Developing any written materials like procedures and policies to be communicated to employees as required

Handling special projects and matters as directed by the CEO

Maintaining client service standards Answering any queries from the facility employees or customers in a pleasant manner

Contributing to team effort Participating in team efforts as required time to time

Collaborating with other members of the team to carry out work smoothly

Qualifications Qualification : Bachelors Degree or High School Diploma

Special Certificate: NA

Required 2-4 years progressive executive secretarial responsibility

Desired Experience in a large healthcare facility