Executive Assistant

JOB SUMMARY

The Executive Assistant provides administrative support in a high-level executive management environment, assisting the Medical Chair and Division Chiefs. The Executive Assistant is a key liaison position providing a range of communications services with medical senior management and external stakeholders. The level of organizational support involves facilitating positive working relationships in the delivery of these important administrative tasks and services, typically narrowed to fit the specialized day-to-day tasks pertaining to the specific medical divisions.

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

• Updated and maintains Physician Schedule/ assignment based on hospital rules and constraints, predetermined physicians shift coverage, physician preference and priorities to optimize their work-shifts assignments.

• Supports the various medical committee chairs, takes meeting minutes, maintains the required documentation and involves in follow up and completion of all related administrative task and communications.

• Assists in the coordination of special projects as appropriate.

• Adheres to Sidra’s standards as they appear in the Code of Conduct and Conflict of Interest policies

• Adheres to and promotes Sidra’s Values

QUALIFICATIONS, EXPERIENCE AND SKILLS – SELECTION CRITERIA

ESSENTIAL

PREFERRED

Education

Diploma in Secretarial studies or Business Administration or other relevant qualification

Experience

7+ years’ experience as a Senior Administrative Assistant

Experience inclusive of 3+ years’ in a hospital or clinical setting.

Certification and Licensure

Professional Membership

Job Specific Skills and Abilities

• Demonstrated knowledge of digital office technology including electronic records management systems and communications systems.

• Demonstrated knowledge of medical terminology and hospital operations.

• Strong organizational skills and knowledge of administrative policies and procedures as applied to academic medical institutions.

• Strong interpersonal and communications skills and proven ability to work effectively at Executive level with a wide range of staff in a busy hospital environment.

• Excellent keyboard skills (minimum 60 words per minute) with a high level of accuracy.

• Proficiency with Microsoft Office suite.

• Fluency in written and spoken English.

Fluency in written and spoken Arabic.