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 2-5 years of experience and involves managing various administrative duties to ensure efficient departmental operations.

Role Purpose and Scope

The Executive Secretary is responsible for supporting executives and management by performing a wide range of administrative tasks. This includes scheduling, managing correspondence, handling visitors, routing calls, and responding to inquiries and requests, all while maintaining strict confidentiality in official matters.

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 the strictest confidentiality in official matters and prioritize 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.
• Apply, review, 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, periodic checks of office supplies, transfer of goods, and sending empty toners to the property control department.
• Handle 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 4 years of experience in an executive secretarial or administrative support role.
• Demonstrated ability to manage multiple administrative duties effectively.
• Proficiency in scheduling, correspondence, and office management software.

Required Skills

• Strong organizational and time management skills.
• Excellent written and verbal communication abilities.
• High level of discretion and ability to maintain confidentiality.
• Proficiency in using online applications for various administrative tasks.
• Attention to detail and accuracy in all work.

Work Type

This is a permanent position within Dr. Sulaiman Al Habib (HMG).