Executive Assistant

About the Role

We are looking for a highly organized, proactive and discreet Executive Assistant to the Deputy CEO to provide comprehensive administrative, coordination and executive support in a dynamic hospital environment.

The role involves close coordination with the Deputy CEO, senior management, HODs and various hospital departments to ensure effective execution and follow-up of key administrative and operational matters.

Key Responsibilities

• Manage the Deputy CEO's calendar, appointments, meetings and daily schedule.
• Coordinate and schedule meetings with senior management, HODs, consultants and external stakeholders.
• Prepare meeting agendas, presentations, MIS reports, minutes of meetings and follow-up trackers.
• Monitor action points arising from meetings and ensure timely follow-up with concerned departments.
• Coordinate with various departments to obtain reports, data and updates required by the Deputy CEO.
• Assist in preparing management reports, presentations, dashboards and other executive-level documentation.
• Handle confidential correspondence, documents and information with a high degree of discretion.
• Draft and review official emails, letters, notes and communications on behalf of the Deputy CEO.
• Facilitate effective communication between the Deputy CEO and internal/external stakeholders.
• Maintain records, files and important documents for the Executive Office.
• Support the Deputy CEO in coordinating special projects, hospital initiatives and management activities.
• Track deadlines, pending matters and deliverables and provide regular status updates.
• Assist in organizing conferences, management meetings, hospital events and official engagements.
• Undertake research and compile information/data as required for management decision-making.
• Perform other responsibilities assigned by the Deputy CEO from time to time.

Candidate Profile

• Graduate in any discipline; MBA/PG qualification will be an added advantage.
• 510 years of experience as an Executive Assistant / Executive Secretary / Management Assistant, preferably supporting a CEO, COO, Deputy CEO, Director or senior management.
• Experience in a hospital, healthcare or large corporate environment will be preferred.
• Excellent written and verbal communication skills.
• Strong proficiency in MS Office – Word, Excel and PowerPoint.
• Strong coordination, follow-up and organizational skills.
• Ability to prepare professional presentations, reports and MIS.
• Excellent attention to detail and ability to manage multiple priorities.
• High level of confidentiality, maturity and professional discretion.
• Ability to work independently and interact effectively with senior management and cross-functional teams.
• Strong time-management and problem-solving skills.

Key Competencies

Executive Coordination | Calendar & Meeting Management | MIS & Reporting | Documentation | Stakeholder Management | Follow-up & Execution | Communication | Confidentiality | MS Office | Presentation Skills

If you are an organized and proactive professional who can effectively support senior leadership in a fast-paced healthcare environment, we invite you to apply.