Executive Assistant

Role Overview

The Executive Assistant provides organised, confidential administrative support to the Chief Operating Officer at M.P. Shah Hospital. The role coordinates the COO’s communications, schedule, meetings, travel and records, helping the office run smoothly and enabling the COO to focus on operational priorities.

Key Responsibilities

• Manage incoming calls and correspondence, direct enquiries appropriately, prioritise letters for the COO and prepare emails or letters as requested.
• Maintain the COO’s diary, arrange appointments, send reminders and coordinate meeting logistics, including online access and agendas.
• Welcome and guide visitors to the COO’s office, and help keep the office orderly and ready for use.
• Coordinate business travel by arranging flights, accommodation and transport, communicating plans to the driver, and managing itinerary changes, cancellations and eligible ticket refunds or reuse.
• Monitor office supplies and refreshments, maintain stock and arrange replenishment as needed.
• Provide secretarial support, including taking dictation, transcribing and typing documents from drafts.
• Organise board minutes and decisions, maintain filing systems and safeguard confidential documents and records.
• Complete administrative assignments and reporting accurately, look for ways to improve office processes, and maintain effective working relationships.

Requirements & Qualifications

• Bachelor’s degree in Business Administration.
• At least two years of experience as an Executive Assistant in the healthcare sector.
• Proficiency in Microsoft Office applications.
• Strong written and verbal communication, planning and organisational skills, with close attention to detail.
• High integrity and sound ethical judgement, especially when handling confidential information.
• Ability to multitask, work under pressure and complete assignments with minimal supervision.
• A collaborative, flexible approach, with willingness to learn and work flexible hours when required.