Job Description

Responsibilities

1. Administrative Support

• Manage and maintain the Director's calendar, schedule meetings, and coordinate appointments.
• Handle correspondence, emails, and phone calls on behalf of the Director.
• Prepare and distribute meeting agendas, minutes, and reports.

2. Document Management

• Draft, review, and edit official documents, letters, and memos.
• Maintain an organized filing system for both physical and electronic documents.

3. Communication Liaison

• Act as the first point of contact for internal and external stakeholders.
• Relay messages and coordinate communication between the Director and other departments.

4. Meeting Coordination

• Organize and facilitate meetings, workshops, and conferences.
• Ensure proper setup of meeting rooms and the availability of required materials.

5. Logistics Management

• Arrange travel itineraries, accommodations, and logistics for the Director and visiting officials.
• Process expense reports and reimbursements related to official activities.

6. Confidentiality and Ethics

• Handle sensitive information with utmost confidentiality and professionalism.
• Uphold ethical standards in all activities and communication.

7. Other Duties

• Assist with project coordination and follow-up tasks as assigned by the Director.
• Perform general clerical duties, including photocopying, faxing, and ordering supplies.

Required Skills or Experience

• Educational Background: Diploma or bachelor’s degree in Secretarial Studies, Office Administration, or related field.
• Experience: 2–5 years of relevant experience, preferably in healthcare or with senior executives.
• Skills:
  • Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Exceptional written and verbal communication skills.
  • Outstanding organizational and multitasking abilities.
• Attributes:
  • A professional, proactive, and resourceful attitude.
  • Integrity and discretion in handling confidential information.
  • Familiarity with healthcare terminology or administration is a plus.