Provide full administrative and secretarial support at a senior level to a top executive in the hospital.
Ensure proper management of the day to day affairs of the executive. Handle sensitive and complex issues in a professional and objective manner;
also take initiative as appropriate.
Essential Duties And Responsibilities
Manage the executive's electronic diary, assessing priority of appointments and reallocation as necessary.
Manage the executive's travel arrangements
Process executive's correspondence, ensuring that incoming correspondence is dealt with by the executive or other staff as appropriate
Maintain the executive's office systems, including data management and filing
Maintain records of the executiveТs contacts
Screen calls, enquiries and requests, and deal with them when appropriate
Assist executive in researching and following up with action on matters which fall within the executive's responsibility - chasing responses, triggering follow-up action.
Produce documents, briefing papers, reports and presentations for the executive
Organize meetings and ensure that the executive is well prepared for those meetings
Preparing agendas and minutes of meetings. Make arrangements for top management meetings.
Meet and greet visitors at all levels
Supervise all incoming / outgoing mail.
Any other duties as may reasonably be required by the Executive.
Minimum Qualifications :
BSc / HND in Secretarial Administration or Office Management and Technology with 2-3 years post NYSC experience in executive support to management.
Must be a female.
Knowledge, Skills And Abilities :
Exceptional interpersonal and communication skills, to enable professional interaction with a wide range of contacts, both internal and external
Ability to organize and plan work schedule
Excellent attention to detail, with the ability to maintain a high level of accuracy
A flexible, pro-active approach to work including the ability to prioritize and re-prioritize
Ability to work with minimal supervision and take initiative
Ability to deal with sensitive information with discretion and to maintain confidentiality
Excellent IT skills, including a working knowledge of presentation software packages, preferably Microsoft Office Word, Excel and PowerPoint
Internet surfing skills.