Executive Assistant To Director

Role Overview

To provide administrative and executive support to the Director of Medical Services (DMS), ensuring effective coordination between clinical departments, consultants, hospital management, and other stakeholders. The role involves managing the DMS office, coordinating hospital rounds, tracking action points, and ensuring timely execution of management decisions.

Key Responsibilities

• Administrative Support: Manage the day-to-day administrative activities of the DMS office.
• Meeting Coordination: Prepare meeting agendas, Minutes of Meetings (MOM), presentations, reports, and action trackers.
• Action Point Follow-up: Coordinate with respective departments to track decisions, monitor pending tasks, and ensure timely completion of assigned action points.
• Communication & Documentation: Draft official letters, emails, circulars, notices, and internal communications for the DMS.
• Calendar & Schedule Management: Manage appointments, hospital visits, conferences, meetings, and important deadlines.
• Clinical Department Coordination: Liaise with clinical departments, consultants, hospital administrators, and other stakeholders to ensure smooth communication.
• Hospital Rounds Management: Coordinate and manage DMS hospital rounds, document observations, and follow up on identified issues and action points.
• Reporting & Monitoring: Maintain records of meetings, departmental updates, pending tasks, and progress reports for management review.

Required Candidate Profile:

• Experience in medical administration, hospital operations, executive assistance, or clinical administration is preferred.
• Strong coordination and follow-up skills with the ability to interact with doctors, consultants, and senior management.
• Excellent written and verbal communication skills.
• Proficiency in MS Office, report preparation, documentation, and presentation creation.
• Strong organizational skills, attention to detail, confidentiality, and time management.