Executive Assistant

Company Overview: Outsourced is a leading ISO certified global offshore outsourcing company that provides dedicated remote staff to some of the world's leading international companies from Philippines, India, Colombia, Argentina, Vietnam and Malaysia. Outsourced is recognized as one of the Best Places to Work and has achieved Great Place to Work Certification. We are committed to providing a positive and supportive work environment where all staff can thrive. As an Outsourced staff member, you will enjoy a fun and friendly working environment, competitive salaries, opportunities for growth and development, work-life balance, and the chance to share your passion with a team of over 1000 talented professionals.

About the Role:

We are seeking an exceptional Executive Assistant to work closely with the Managing Director of a busy, high-performing healthcare practice.

This is a senior, high-trust role providing support across executive and personal administration, practice operations, team communication, people management, recruitment, rostering and documentation. Acting as the Managing Director's right hand, you will help ensure priorities are communicated clearly, commitments are followed through, and important operational and employee matters are addressed promptly.

The ideal candidate is exceptionally trustworthy, discreet and organised, with excellent judgement, meticulous attention to detail and the confidence to take ownership of tasks through to completion. You must be comfortable handling sensitive employee, business and personal information while maintaining professionalism and appropriate boundaries.

Key Responsibilities:

1. Executive & Personal Support

• Manage the Managing Director's calendar, meetings, appointments, business commitments and selected personal arrangements.
• Coordinate business and personal travel, accommodation, itineraries, transport and reservations as required.
• Track deadlines, commitments and outstanding actions, proactively anticipating upcoming needs.
• Act as a gatekeeper by prioritising requests, managing competing demands and identifying matters requiring the Managing Director's attention.
• Provide general administrative support to reduce the Managing Director's workload and ensure important matters are not overlooked.

2. Communication & Team Liaison

• Monitor and triage relevant Microsoft Teams messages and internal correspondence, identifying and prioritising matters requiring attention.
• Draft professional emails, letters, messages and internal communications, and communicate instructions or expectations on behalf of the Managing Director when authorised.
• Follow up with team members on outstanding actions, documentation and commitments, ensuring timely completion.
• Listen carefully to employee feedback and concerns, accurately relaying relevant information to the Managing Director.
• Exercise sound judgement in determining what can be handled independently, what requires escalation and what must remain confidential.

3. People Management & Practice Operations

• Support employee onboarding, training, meetings, performance discussions and other people management processes, including related documentation and follow-up.
• Help communicate and reinforce workplace expectations, policies, procedures and operational requirements.
• Monitor team dynamics and identify recurring concerns relating to attendance, behaviour, performance, communication or compliance, escalating issues appropriately.
• Support employee engagement, accountability, workplace culture and initiatives to recognise and retain high-performing team members.
• Maintain positive professional relationships with employees while preserving appropriate boundaries and supporting the Managing Director's leadership decisions.

4. Documentation & Administrative Accuracy

• Prepare and coordinate employment contracts, forms, emails and other employee or business documentation using approved templates and procedures.
• Verify names, dates, working hours, employment details, signatures and supporting information for completeness and accuracy.
• Proofread documents, identify discrepancies and ensure the correct versions of templates, policies and procedures are used.
• Coordinate outstanding acknowledgements, signatures and documentation, following through until completion.
• Maintain accurate, organised records and seek clarification whenever information is incomplete or unclear.

The Executive Assistant is expected to become a reliable final checkpoint for administrative accuracy, minimising errors and reducing the need for repeated reviews by the Managing Director.

5. Rostering, Timesheets & Attendance

• Assist with staff rostering, leave requests, staff availability and roster changes to support appropriate staffing coverage.
• Review Deputy timesheets and attendance records, identifying missed entries, discrepancies and exceptions for follow-up.
• Monitor attendance, punctuality, hours worked and roster compliance, escalating significant or recurring concerns.
• Ensure roster and timesheet matters are resolved accurately and within payroll deadlines.

6. Policies, Procedures & Practice Standards

• Support the implementation and consistent application of practice policies, procedures and protocols.
• Follow up with employees on operational requirements and identify or escalate instances of non-compliance.
• Assist with updating, communicating and maintaining policies, procedures, checklists and protocols, ensuring current versions are accessible and used consistently.

7. Recruitment Support & Confidentiality

• Assist with recruitment coordination and staffing administration, including relevant documentation and follow-up.
• Handle sensitive information relating to employees, performance, remuneration, recruitment decisions, business operations, finances and the Managing Director's professional and personal affairs with the utmost discretion.
• Maintain strict confidentiality and disclose information only when authorised, exercising sound judgement when managing sensitive matters.

Skills & Experience:

• Proven experience as an Executive Assistant, Personal Assistant, Senior Administrator or in a similar high-trust support role.
• Exceptional organisational skills, attention to detail and the ability to manage competing priorities independently.
• Strong written and verbal English communication skills, with the confidence to liaise professionally with employees and other stakeholders on behalf of senior leadership.
• Sound judgement, discretion and demonstrated ability to handle confidential employee, business and personal information.
• Strong follow-through, accountability and problem-solving skills, with the ability to identify issues, clarify requirements and ensure tasks are completed accurately.
• Experience coordinating documentation, maintaining records and following established policies and procedures.
• Strong administrative and digital skills, including proficiency in Microsoft Office and collaboration tools such as Microsoft Teams.
• Ability to remain approachable and professional while maintaining appropriate boundaries and supporting management decisions.