Executive Assistant, CEO's Office, Hospital Administration at Aga Khan University Hospital

Job Purpose:

To provide comprehensive administrative support to the Chief Executive Officer (CEO) by demonstrating initiative in planning, organizing and management of the office in liaison with the constituent departments of the hospital and university. This position requires a high degree of discretion and confidentiality.

Responsibilities:

• Managing the CEO calendar by effectively planning and scheduling appointments in the calendar, prepare a daily program folder containing documents related to meetings taking place on each day.   
• Organizing meetings chaired by the CEO; send out notice of meetings, agenda and other documents related to the meeting to members and ensuring all necessary logistics are in place.
• Internal and External Communication:  Ensures clear communication from the CEO’s office as well as handling correspondence by drafting, and editing letters, memos, and other correspondence as well as responding to routine inquiries.
• Responsible for coordinating all travel and accommodation logistics, both locally and international, for the CEO while working closely with the procurement department or AKU approved travel representatives.
• Create and maintain all files in the CEO’s office, in soft copy and hard copy.
• Coordinate activities and functions related to the CEO’s office by facilitating and taking responsibility for administrative aspects of planned workshops, conferences and meetings headed by the CEO.
• Ensure that all stationary items for the office are well stocked and that all office and audio-visual equipment in the office and boardroom are functional
• Manage the office petty cash.
• On behalf of the CEO, follow up all issues that are related to the office to completion by liaising with relevant departments as required to accomplish tasks.
• To work on special projects or initiatives as assigned by the CEO
• Any other duties as may be assigned. 

Qualifications and skills required:

• Bachelor’s degree in business administration  
• Proficiency in MS Office suite
• At least 5 years work experience in office administration
• Ability to prioritize and manage multiple tasks, schedules, and deadlines effectively
• Excellent verbal and written communication skills
• Maintain confidentiality and handle sensitive information with discretion
• Have attention to detail
• Able to adapt to changing priorities as needed
• Should be proactive, take initiative to anticipate the needs of the executive
• Ability to work independently with minimal supervision
• Should have strong interpersonal skills and able to work effectively with all staff in the organization
• Manage their time effectively, balancing the demands of multiple tasks and projects simultaneously
• Comfortable working in a fast paced, dynamic environment

Closing Date: 12/03/2023