Senior Executive Secretary

Responsibilities and Duties:

• Manage Scheduling and Calendars: Oversee and coordinate calendars, appointments and schedules, ensuring effective time management, prioritisation and smooth coordination of commitments.
• Meeting Coordination: Plan, organise and coordinate internal and external meetings, including Board, Executive Committee and other key Committee meetings.
• Document Management: Prepare, organise and manage meeting papers, presentations, reports and other documents required for executive and organisational functions.
• Minutes and Follow-up: Record accurate meeting minutes and liaise with relevant stakeholders to ensure timely follow-up and closure of action items.
• Office Administration: Manage administrative arrangements and provide operational support to ensure the smooth and efficient functioning of the office.
• Communication and Correspondence: Manage communications and correspondence on behalf of the office, including drafting and responding to emails, letters and other communications.
• Information Gathering and Presentation: Gather and consolidate relevant information and prepare high-quality presentations, reports and materials as required.
• Event Management: Collaborate with internal and external stakeholders to coordinate and manage meetings, corporate events and other organisational activities.
• Executive and Administrative Support: Provide comprehensive administrative and logistical support for executive functions, including coordinating meals, transport, work-related errands and other day-to-day requirements.
• Additional Duties: Undertake other responsibilities as assigned to support executive functions and office operations.

Job Requirements:

• Minimum Diploma in Business Administration or equivalent qualification.
• Preferably with 8 years of relevant experience in administration, executive support or secretarial roles, preferably within the healthcare industry.
• Proficient in Microsoft Office applications.
• Able to work effectively under pressure and exercise sound judgement, discretion and initiative, particularly when handling sensitive and confidential information.
• Excellent written and verbal communication skills, with strong problem-solving, organisational and time management abilities.
• Meticulous, detail-oriented and able to manage multiple priorities effectively.
• Strong interpersonal skills with the ability to work confidently with senior stakeholders and internal and external parties.