Executive Secretary

Job Description

• Manage the office calendar, schedule meetings, and ensure all appointments are efficiently coordinated.
• Prepare and organize documents, presentations, and reports for internal and external meetings.
• Handle incoming correspondence, emails, and phone calls, ensuring timely responses or delegation.
• Maintain an organized filing system for clinical and operational records.
• Anticipate and proactively address administrative needs to enhance productivity.

Meeting and Event Coordination:

• Plan and coordinate executive-level meetings, conferences, and clinical events.
• Prepare agendas, take detailed minutes, and follow up on action points with stakeholders.
• Ensure all logistical arrangements (venue, equipment, etc.) are in place for smooth execution.
• Coordinate with cross-functional teams for event planning and execution.

Communication and Liaison:

• Serve as the primary point of contact between the office and internal/external stakeholders.
• Ensure timely communication of updates, directives, and follow-ups on behalf of the office.
• Manage and resolve queries or issues raised by stakeholders, escalating when necessary.

Office Operations and Workflow Management:

• Ensure the office operates efficiently by managing supplies, equipment, and technology needs.
• Streamline workflows to improve response times and minimize delays.
• Maintain confidentiality in handling sensitive information and documents.
• Collaborate with administrative staff across departments for seamless operations.

Data Management and Reporting:

• Maintain accurate records of clinical and operational activities for reporting purposes.
• Compile and prepare periodic reports, summaries, and data presentations.
• Ensure timely submission of reports to management and relevant stakeholders