JOB SUMMARY : The Executive Assistant provides administrative support in a high level executive management environment, assisting the Chief.
The Executive Assistant is a key liaison position providing a range of communications services with Senior Management and external stakeholders.
This level of organizational support involves facilitating positive working relationships in the delivery of these important administrative tasks and services.
KEY ROLE ACCOUNTABILITIES :
Works autonomously in coordinating, managing and prioritizing the day-to-day administrative activities.
Serves as the primary point of contact for the Office, coordinates and screens incoming and outgoing communications, takes action as appropriate, summarizes, prepares background documents and responses as necessary.
Gains a general working knowledge of all departments within the organization in order to handle inquiries or redirect them to the appropriate department.
Liaises with patients, visitors, staff, physicians as well as other Sidra departments and stakeholders including various committees, Government Offices, and other groups both internal and external.
Maintains contacts database of appropriate agencies to facilitate the exchange of Information.
Displays a high level of diplomacy, discretion and confidentiality, and ensures compliance with administrative policies and procedures.
Drafts and / or prepares a full range of materials such as emails, memorandums, reports, presentations, correspondence and meeting materials.
Manages busy and complex calendars, anticipating the need for and scheduling appointments.
Provides Executive support for a wide range of high level meetings including provision of supporting papers and other meeting materials.
Creates / distributes agendas, and records, transcribes and distributes minutes for a wide range of high level meetings.
Assists with background research and analysis on specific issues as required, producing documents, briefing papers, reports and presentations.
Maintains electronic records of all correspondence, reports and related materials.
Coordinates complex travel arrangements and itineraries for staff and visiting VIP guests and groups.
Receives and hosts visiting VIP guests and groups.
Provides assistance in the understanding and interpretation of Sidra policies, procedures and standards.
Assists in the coordination of special projects as appropriate.
Oversees the operation of office accounts and monitors expenditures as appropriate.
Adheres to Sidra’s standards as they appear in the Code of Conduct and Conflict of Interest policies.
In view of the evolving needs and opportunities within Sidra during this pre-operational phase, this position may be required to perform other duties as assigned and reporting relationships may vary.
QUALIFICATIONS, EXPERIENCE AND SKILLS SELECTION CRITERIA :
Diploma in Secretarial studies or Business Administration or other relevant qualification
Relevant experience as a Senior Administrative Assistant.
Job Specific Skills and Abilities