Executive Secretary

Kenexa

Doha, Qatar

Ref: NP991-153

Job description / Role

Employment: Full Time

Hamad Bin Khalifa Medical City (HBKMC) is currently recruiting for the role of Executive Secretary to support senior members of staff within the Medical City Commissioning team.

The successful candidate will be required to provide a high-level of administrative assistance and perform a variety of clerical duties for staff within the department.In addition the Executive Secretary will be required to perform the following duties and responsibilities:
Maintain schedules and appointments of senior staff within the department
Screen phone calls and visitors, and direct others to the concerned personnel/departments
Make travel arrangements for staff members i.e. airline and hotel reservation.
Arrange meetings and make necessary arrangements
Prepare meeting agendas and power point presentations
Attend meetings in order to record minutes in Arabic/English and compile using MS Word and distribute minutes of meeting
Follow-up with participants to ensure that resolutions and recommendations made at meetings are implemented
Arrange visiting schedule for delegates and officials from outside HMC and visiting consultants, make necessary arrangements to facilitate their visit i.e. transportation, airline and hotel reservations, lunch/dinner booking, notifying departments or officials to be visited, provide access/advise for visitors
Handle requests for information/inquiries from staff members in department or other departments and resolve or assist in resolving a variety of enquiries/complaints made by staff, patients and respective family members
Receive, review and sort all incoming correspondences thru mail, faxes, e-mails, to
Prepare responses to correspondences pertaining to routine and technical inquiries in Arabic/English languages
Compose complex replies/letters to non-routine inquiries in Arabic and English languages for the review and signature of senior staff members
Type memoranda, letters, compile and transcribe reports in Arabic/English languages using word processor
Prepare invoices, electronic or manual monthly time sheet for senior staff, this may include annual budget preparation proposals for the department using computer MS Office applications
Monitor and supervise the performance and work done by subordinate clerical staff if necessary
Screen and review correspondence prepared by subordinate clerical staff in the department for proper format, grammatical and typographical accuracy, conformance to corporation established policies and instructions of senior staff, if required
Maintain a filing system and keep records pertaining to reports and correspondence concerning the department

Requirements

Desired Candidate Profile

Successful candidates will be able to demonstrate at least 2 years experience in a similar role providing administrative assistance to Executive level staff.

Applications are welcomed from candidates who meet the following criteria:
Diploma in Administration, English or Computer or any related course
A Bachelor's Degree in Science or Arts would be a distinct advantage
Fluent in English and Arabic
Intermediate computer skills
Ability to complete given assignments efficiently and in a timely and effective manner
Knowledgeable in body of rules and operations applied to administrative and clerical duties
Ability to adapt and accept the additional and new working methods for the benefit of the department and corporation
Create a comfortable and pleasant work environment for the chairman and the staff
Able to work under stress and demanding atmosphere
Knowledge of the substantive work of the department, and the applied procedures and established regulations and policies in the corporation
A good background in medical terminology
Highly skilled in computer programs e.g. MS Word, Excel, PowerPoint, and Outlook
Able to obtain required information from a variety of sources independently
Able to develop a good relationship with senior staff and colleagues

If interested, please apply online at http://www.healthcarejobs.hamad.qa/en/

About the Company

Kenexa is in the business of improving companies and enriching lives because to us, business is personal. We improve companies by enriching lives and we enrich lives by improving companies.

With every person we recruit, every assessment we administer, every technology solution we deliver, every survey we conduct, every leader we develop and every compensation strategy we support, lives are impacted by our craft. Very few companies, if any, can claim thisand were proud of that.

We understand that business has two sidesthe performance side and the personal side. The performance side is about driving results. Success and failure are constantly measured, defining metrics. And because business relies on metrics, we rely on measurable outcomes that prove weve helped companies become better.

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Admin Assistant salaries in Oman

Average monthly compensation
OMR 550

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