Management Assistant

Core Job Purpose

• Provide high-level administrative support to the General Manager, ensuring efficient daily operations, confidential handling of information, and effective coordination with board members and senior leadership.
• Serve as the primary liaison between the General Manager and internal teams, external partners, and stakeholders.

Key Responsibilities

• Calendar and scheduling management for daily operation at the centre.
• Manage the General Manager’s calendar, prioritizing meetings, events, to maximize productive use of time.
• Coordinate internal and external meetings, prepare agendas, collect materials, and take and circulate minutes as needed.
• Communications and correspondence
• Handle incoming and outgoing communications (emails, calls, etc) on behalf of the General Manager with professionalism and discretion.
• Draft, format, and edit correspondence, reports, presentations, and briefing notes.
• Create and maintain organized filing systems (digital and physical), ensuring easy retrieval of documents, reports, and records.
• Compile and summarize data, reports, and KPI dashboards for executive review.
• Board and stakeholder coordination
• Manage relationships with board members, senior executives, partners, and key stakeholders as delegated.
• Project and task follow-up
• Track action items from meetings, follow up with owners, and ensure timely completion.
• Provide ad-hoc research support and data collection for special projects as requested.
• Office and team support
• Assist with general office operations, procurement of supplies, and coordination with other departments as needed.
• Support the General Manager in personal or executive-level tasks within reasonable boundaries.

Required qualifications

• Education: Bachelor’s degree or equivalent in business administration, office management, or related field preferred.
• Experience: 2–3 years in an executive assistant, personal secretary, or senior administrative role supporting C-level or General Manager-level executives.

Skills

• Exceptional organization and time-management abilities.
• High-level discretion and confidentiality.
• Strong written and verbal communication in English; proficiency in Arabic and/or Urdu is a plus.
• Proficiency with office software (MS Office/365), calendar and email management, and document formatting.
• Ability to multitask, prioritize, and work under pressure with minimal supervision.
• Strong intercultural business etiquette and stakeholder management.

Professional attributes

• Proactive problem-solver with meticulous attention to detail.
• Gatekeeping and conflict-avoidant communication style; diplomatic when handling sensitive matters.
• Discretion, integrity, and a professional demeanour aligned with a healthcare environment and board-level expectations.
• Team player with the ability to collaborate across departments and with external partners.

Reporting and alignment

• Reports to: General Manager.
• Primary interactions: department heads, executives, internal staff, clients, vendors, and partners.

Contract terms

• Employment status: Full-time, permanent.
• Working hours: Standard office hours with occasional after-hours support for major events or board meetings.
• Location: Sharjah (on-site in the Al Taj Medical Centre environment) with occasional travel requirements if applicable.

Job Type: Full-time

Pay: AED4,000.00 - AED5,000.00 per month