Executive Secretary at Mediclinic

Job Description

The Group is focused on providing specialist-orientated, multidisciplinary services across the continuum of care in such a way that the Group will be regarded as the most respected and trusted provider of healthcare services by patients, medical practitioners, funders and regulators of healthcare in each of its markets.

MAIN PURPOSE OF JOB

• To provide secretarial and administrative services to the Group Services Executive, Senior Management and Office of the CEO.

KEY RESPONSIBILITY AREAS

• Serve as a trusted and pro-active administrative resource to assigned stakeholders with meticulous attention to detail
• Functions as first port of call for incoming calls and communication on behalf of assigned stakeholders in a hybrid work model, and ensure professional communication standards are upheld
• Pro-actively manage complex calendars and work in close collaboration with other functions to ensure effective diary management
• Ensure all documentation, including presentations, correspondence, and minutes meet professional standards before distribution
• Pro-actively co-ordinate the administrative arrangements for meetings (on-line and in-person), including timely submission of reports, agendas, minutes, electronic resources, catering, and related event logistics.
• Provide a comprehensive travel arrangement and related activities service, including the maintenance of traveller profiles, visa, foreign currency, travel insurance, transfers, itineraries, calendar entries, pack printouts, claims and leave processing, etc.
• Ensure effective utilisation of electronic resources, including email, filing, intranet and central information portal
• Pro-actively manage the availability of office resources, including stationary, office materials, technical job cards, etc.
• Provide administrative support to the Office Manager and ensure a continuous office admin service to the Office of the CEO
• Provide office back-up support as per guidelines to ensure a seamless service to stakeholders

Required Education

ESSENTIAL EDUCATION

Grade 12 with Certificate/Diploma in secretarial or office administration

Required Experience

ESSENTIAL MINIMUM EXPERIENCE

• At least 3 - 5 years Executive Secretarial experience within a multi-national corporate or professional services environment

Desired Experience

• Executive assistance for Senior Executives and Senior Managers

Required Job Skills And Knowledge

• Compiling minutes
• Documentation management (e.g. hard and electronic filing)
• English written and verbal proficiency
• General telephone etiquette principles in a hybrid work environment
• International travel and related event administrative logistics
• Microsoft Office packages (Word/Excel/Powerpoint/Outlook/Teams)
• Utilisation of digital applications, tools and systems