Secretary

We are seeking a detail-oriented and highly organized Secretary to support our office operations by managing administrative tasks, coordinating schedules, and ensuring smooth communication between departments and stakeholders. The ideal candidate will possess excellent interpersonal skills, proficiency in Microsoft Office Suite, and the ability to multitask in a fast-paced environment. Key responsibilities include:

• Managing calendars, scheduling meetings, and coordinating travel arrangements
• Handling incoming calls, emails, and correspondence
• Preparing and formatting documents, reports, and presentations
• Maintaining filing systems and organizing office records
• Taking and distributing meeting minutes
• Ordering office supplies and managing inventory
• Greeting visitors and providing administrative support to staff members
• Processing expense reports and basic bookkeeping tasks
• Coordinating office events and meetings

• Administrative Assistance: Manage DMD's schedule and handle communication.
• Communication Liaison: Act as the primary contact for stakeholders and draft correspondence.
• Meeting Coordination: Schedule meetings, prepare agendas, and follow up on actions.
• Travel Arrangements: Organize travel accommodations and itineraries.
• Document Preparation: Prepare and organize documents, ensuring accuracy and timeliness.

• Prior experience in supporting senior management.
• Strong organizational and communication skills.
• Proficiency in MS Office software.
• Bachelor's degree preferred; diploma in secretarial studies is acceptable.
• 02 years of relevant work experience.

• Perform secretarial duties for the Department.
• Assist Head of Department with special projects as assigned.
• Maintain meeting calendar, arrange meetings, and schedule visitors.
• Answer all telephone calls; refer to appropriate staff as needed.
• Make travel arrangements.
• Receive and assist visitors with professionalism.
• Coordinate with Departmental Secretaries regarding inter-departmental notifications.
• Follow up on various department tasks and keep track of their progress.
• Assist department staff in applying for leaves/holidays and submitting monthly timesheets to HR.
• Prepare requests for screen access, email, and internet, and manage necessary system enhancements for staff.
• Manage and request office supplies and follow up on approval and purchase order processes.
• Responsible for the incoming and outgoing of documents, keeping files secure for future reference.
• Send office job orders and follow up until completion.
• Participate in person-centered care initiatives undertaken by HMG.
• Enrich patient experience with compassion, respect, and dignity.
• Perform other applicable tasks as assigned within the realm of knowledge, skill, and abilities.

• Educational: College graduate or Diploma in Business Administration, Secretarial Management.
• Experience: Four (4) years of experience in a similar role; hospital experience preferred.