Executive Secretary

About the Role

Dr. Sulaiman Al Habib (HMG) is seeking an Executive Secretary to provide comprehensive administrative support to high-level executives and management. This permanent position requires 4 years of experience and involves managing various duties to ensure efficient departmental operations.

Role Purpose

The Executive Secretary is responsible for supporting high-level executives and management or entire departments by providing essential administrative services. This includes scheduling, managing correspondence, handling visitors, routing callers, and responding to inquiries and requests, ensuring smooth daily operations.

Key Responsibilities

• Perform secretarial duties for top administrative and management staff, including taking dictations, transcribing correspondence and reports, and proofreading typed material.
• Receive and assist visitors and telephone callers, referring them to appropriate individuals.
• Maintain calendars, arrange meetings, and book conference rooms.
• Coordinate travel arrangements, prepare itineraries, and compile and maintain travel vouchers and records.
• Assist the Head of Department (HoD) with special projects as assigned.
• Attend meetings as required, and prepare minutes of meetings and other relevant documents.
• Coordinate with Departmental Secretaries regarding inter-hospital notifications.
• Maintain strict confidentiality in official matters and prioritize urgent tasks accordingly.
• Oversee the cleanliness and arrangement of the HoD’s office.
• Gather monthly or fortnightly updates from various departments as instructed by the HoD.
• Process and approve various leaves, vacations, and exit clearances on behalf of the HoD through online applications.
• Request office supplies via online application, following up on HoD approval and with the purchaser.
• Manage purchase requests, material requests, regular checks of office supplies, transfer of goods, and sending empty toners to the property control department.
• Responsible for incoming and outgoing documents, ensuring secure filing and record-keeping systems are maintained for easy information retrieval.
• Carry out special projects as allocated.
• Participate in person-centered care initiatives undertaken by HMG.
• Contribute to a positive patient experience with compassion, respect, and dignity.
• Perform other applicable tasks and duties assigned within the scope of knowledge, skills, and abilities.

Experience and Qualifications

• A minimum of 2-5 years of experience in an executive secretarial or administrative support role.
• Demonstrated ability to perform secretarial duties for senior management.
• Proficiency in managing calendars, coordinating meetings, and handling travel arrangements.
• Strong organizational skills with an emphasis on maintaining confidentiality and prioritizing tasks.

Work Environment

This is a permanent position within Dr. Sulaiman Al Habib (HMG), requiring a professional approach to administrative support in a healthcare setting. The role involves interaction with various departments and high-level executives.

Application Process

Interested candidates are encouraged to apply for this Executive Secretary position. Salary details will be discussed during the interview process.