Executive Secretary📣 Job Ad

Role Overview

The National Medical Care Company (Care) is seeking a dedicated and experienced Executive Secretary to join its team in Riyadh. This full-time position requires 5-10 years of relevant experience and involves providing comprehensive, confidential administrative and secretarial support to a Business Unit Medical Director. The role also includes responsibility for the supervision of administrative support staff as required, ensuring efficient operation within the unit.

Core Administrative Responsibilities

• Perform a range of administrative and secretarial duties, including preparing and compiling letters based on subject matter knowledge.
• Direct incoming mail to appropriate staff members for action, following instructions or established precedents.
• Manage and schedule appointments for Executive Directors, which includes interviewing callers and making proper referrals.
• Prepare necessary materials and make all arrangements for meetings as required by the Business Unit Medical Director.
• Set up and maintain organized office files, ensuring correspondence and reports are readily available for reference and efficient office operations.
• Take and transcribe dictation, type documents, and maintain accurate office records.
• Answer telephone calls, respond to inquiries in accordance with general instructions, or refer calls to the appropriate staff members.

Information Management and Reporting

• Study received reports, compare them with previous reports or other data, and highlight significant items, changes, errors, or omissions to the Medical Director.
• Maintain up-to-date management manuals, directives, and organizational charts for the executive, and ensure the executive is informed of any changes.
• Prepare special and recurring reports for the Business Unit Medical Director by gathering data from various sources and departments, then typing the information into the required reporting format.

Departmental Support and Coordination

• Assist in departmental budget preparation by gathering data for projections, performing routine mathematical calculations, and typing budget documents.
• Maintain accurate records of subsequent budgetary expenditures.
• Perform purchasing tasks for the department, including contacting vendors, preparing and typing requisitions, approving invoices for payment, and maintaining purchase records.
• Answer general inquiries from the public, other department executives, and staff regarding departmental policies, practices, and procedures.
• Maintain departmental petty cash records and may review, record, and deposit checks and other payments received, reporting to the Business Unit Medical Director.
• Maintain a variety of logs and files related to budgets, accounts payable, purchasing, and payroll for the department.
• Perform personnel tasks for the department, such as maintaining personnel files for staff and Directors under the Business Unit Medical Director.
• Schedule the use of meeting rooms and other office spaces for use by the public, attorneys, and other hospital/departmental staff.

Experience and Supervisory Aspects

Candidates for this Executive Secretary position are required to have 5-10 years of experience in a comparable administrative or secretarial role. The successful candidate may exercise administrative supervision over staff by coordinating work assignments. This role also involves performing other applicable tasks and duties assigned within the realm of the employee's knowledge, skills, and abilities, contributing to the overall efficiency of the Business Unit and indirectly supporting the delivery of high-quality patient care at NMC Hospitals and Clinics.