Executive Assistant

Executive Assistant

• Job Type Full Time
• Qualification BA/BSc/HND
• Experience 2 years
• Location Nairobi
• Job Field Administration / Facilities

Job Purpose

• M.P. Shah Hospital is looking to recruit a professional and evidence-driven person for the position of Executive Assistant.
• Reporting to the Chief Operating Officer, the Executive Assistant will ensure provision of efficient and professional administrative support to the office of the Chief Operating Officer.

Duties & Responsibilities

• Correspondence – Answer and transfer calls to the Chief Operating Officer. Receive COO letters, arrange and prioritise letters for COO attention. Prepare correspondence letters / emails as directed by the Chief Operating Officer
• Meeting management – Book meetings and appointments on behalf of the Chief Operating Officer. Maintain the COO’s diary and send reminders. Set up online and prepare agendas
• Maintain the Chief Operating Officer’s office – Maintain the general cleanliness of the COO office. Receive and guide COO visitors
• Travel arrangement – Facilitate COO transport by booking hotel rooms and flights on behalf of the COO. Inform the driver of COO planned trips, change, reroute or cancel tickets, and ensure cancelled tickets are refunded or reused as per fare rules
• Inventory management – Be the custodian of the office material supplies, keeping stock of the materials. Order and maintain appropriate stock of office supplies and refreshments
• Secretarial assignments – Taking dictation, transcribing, typing from drafts, organising board minutes and board decisions, filing and ensuring their safe storage
• Filing and record keeping – Maintain and safeguard records and files

Minimum Requirements

• Bachelor’s degree in business administration
• Proficient in Microsoft suite
• Minimum of two years’ working experience as an Executive Assistant in the healthcare sector

Key Performance Indicators

• Provides all administration duties of the COO
• Ensures confidentiality of documents and equipment
• Continuous process improvement of services through efficient working
• Efficient execution of work processes as assigned
• Submission of accurate and relevant reporting
• Effective communication and maintenance of work relationships

Competencies and Attributes

• Must demonstrate high integrity and ethical practice
• Must demonstrate ability to execute assigned duties with minimum supervision
• Must be a team player who is able to work cordially in teams
• Must demonstrate ability to multitask
• Should have ability to communicate for both written and oral communication
• Must be able to work under pressure
• Must be a flexible person, who is willing to learn and able to work flexible hours to achieve goals
• Must be able to deliver targets and a good planner who pays attention to detail

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