JOB SUMMARY
The Executive Assistant maintains the smooth flow of activities within Office. Provides secretarial, clerical and administrative
Support to Manager; prepares & compiles reports, handles information requests, prepares correspondence, receives visitors, arranges conference calls, schedules meetings etc. Performs a variety of executive support tasks that are highly confidential and sensitive.
DUTIES & RESPONSIBILITIES
Maintains established departmental policies, procedures, objectives, and customer service protocols.
Typewrites letters, memos and reports from written copy, Dictaphone equipment, transcription or as directed. Proofs materials for errors and ensures that the layout is as per the prescribed Hospital standards.
Establishes and maintains the ongoing management of the Hospital mail and the Hospital-wide documentation reference system. Emails/sends hardcopies of internal memos, notifications, guidelines and other information to the Hospital Employees, as advised by Manager
Answers telephone, takes messages and provides routine information to callers.
Plans daily schedule of activities/ appointments for the M methodically and keeps him/her posted. Maintains follow-up log of all activities and documentations.
Makes travel arrangement for the Manager as required.
Completes forms on behalf of the Manager for his/her review in accordance with company procedures, and makes copies of correspondence/ other printed material.
Establishes and maintains files and records on an ongoing basis; maintains paper and electronic filing systems for records, correspondence, and other material.
Coordinates, investigates and follows up all patient satisfaction/complaints processes which are resident in the Manager's office.
Attends meetings where necessary, prepares agendas and draft minutes and distributes approved minutes to attendees.
Interacts with the various HODs of NMH and the corporate office as necessary.
Handles incoming mails, drafts necessary replies and places mails/documents appropriately for the Administrator's purview and signature where applicable.
Maintains office supplies and equipment. Operates office equipment such as fax machines, copiers, and phone systems, and uses computers for spreadsheet, word processing, database management and other applications.
Takes individual responsibility to sift and route mail/fax to appropriate HODs/ department or individuals.
Ensures hospitality to visiting dignitaries, VIP's, Corporate Executives, and other visitors to the Managers office.
Maintains complete confidentiality of all sensitive matters relating to the department and Hospital
Participates in educational programs and in-service lectures/workshops, as required.
Performs other related duties as assigned or requested by the Manager.
Job Details
| Date Posted: | 2013-09-07 |
| Job Location: | Kuwait |
| Job Role: | Administration |
| Company Industry: | Medical/Hospital; Administration; Secretarial |
Preferred Candidate
| Career Level: | Mid Career |
| Degree: | Bachelor's degree / higher diploma |
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