Executive Operations Support Officer

About the role

The Executive Operations Support Officer provides high-level executive, strategic, and operational support to the Vice President, Service Operations. Beyond administrative functions, the role serves as a trusted partner to the VP, responsible for preparation of executive presentations and reports, monitoring of key performance indicators (KPIs) and operational metrics, ensuring timely follow-through of directives across departments, facilitating coordination with senior leadership and key stakeholders, and handling highly confidential and sensitive information. The role is empowered to act on behalf of the VP in coordinating, escalating, and ensuring execution of priorities across the organization.

Key responsibilities

• Organize and maintain the division head's schedule, including meetings, appointments, and events
• Draft and respond to emails, letters, and other forms of communication on behalf of the division head
• Coordinate travel logistics, including flight bookings, hotel accommodations, and ground transportation
• Maintain, organize, and track key documents, contracts, and files, ensuring confidentiality and compliance with hospital policies
• Set up and coordinate internal and external meetings, and prepare meeting agendas with necessary materials
• Take meeting notes, prepare minutes, and track action items to ensure follow-through and completion
• Lead preparation of board-level, OpsCom, and executive presentations; consolidate data from multiple departments into clear, concise reports
• Track and monitor division-wide KPIs, scorecards, and deliverables; maintain a central tracker of directives, commitments, and action items
• Serve as a liaison between the division head and other departments or staff within the hospital, and communicate with external stakeholders on behalf of the division head
• Assist the division head in managing hospital service operations projects, such as process improvements, patient care initiatives, and compliance efforts

About you

• Graduate of any four (4)-year course preferably Business Management
• At least two (2) years of experience in office administrative position and operations
• Coordinating skills
• Knowledge in administrative function practices and business operations
• Planning skills
• Problem solving skills
• Project Management skills
• Interpersonal skills
• Organization skills
• Oral and Written Communication skills
• Computer skills