MAIN PURPOSE OF JOB

The Executive Secretary provides high-level administrative and organizational support to the Chief Clinical Officer (CCO) of the group. This role ensures seamless operations by managing correspondence, scheduling appointments, preparing reports, and maintaining records related to clinical operations. The Executive Secretary plays a pivotal role in coordinating meetings, tracking deadlines, and facilitating communication between the CCO and internal or external stakeholders. The position contributes significantly to the efficiency of the CCO's office by anticipating needs, prioritizing tasks, and ensuring all activities align with organizational goals and clinical excellence standards.

KEY RESPONSIBILITY AREAS

Administrative Support to the Chief Clinical Officer (CCO):

• Manage the CCO's 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 the CCO’s 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 CCO and internal/external stakeholders.
• Ensure timely communication of updates, directives, and follow-ups on behalf of the CCO.
• Manage and resolve queries or issues raised by stakeholders, escalating when necessary.

Office Operations and Workflow Management:

• Ensure the CCO's 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 for the CCO.
• Ensure timely submission of reports to management and relevant stakeholders

REQUIRED EDUCATION

• Diploma in Business Administration, Healthcare Management, or a related field.
• Formal training or certification in Office Administration or Secretarial Practice.

Desired education

Advanced certification in Executive Office Management or related disciplines.

REQUIRED EXPERIENCE

ESSENTIAL MINIMUM EXPERIENCE

• 3+ years of experience in an executive administrative or secretarial role, preferably in a fast-paced environment.
• Proven experience in managing schedules, correspondence, and reports for senior executives.
• Experience in organizing meetings, maintaining records, and ensuring confidentiality.

DESIRED EXPERIENCE

• Prior experience working in a healthcare organization or hospital group is highly desirable.
• Experience liaising with clinical and non-clinical stakeholders.
• Familiarity with UAE healthcare systems and regulations.

REQUIRED JOB SKILLS AND KNOWLEDGE