Executive Assistant-Clinical Trials Unit Section

Job Description

Responsible for providing high-level administrative and secretarial support to the Executive Leadership Members as per the assignments by preparing departmental reports, handling information requests, and performing clerical functions such as preparing correspondences, receiving visitors, arranging conference calls, and scheduling meetings. In addition, helping the leaderships in any other duties as assigned.

Responsibilities

1. Prepares professional reports, memos, letters, presentations, invoices, and other documents, using word processing, spreadsheet, and presentation software.
2. Facilitates and takes charge of incoming memos, submissions, and reports to determine their significance and plan their distribution while maintaining confidentiality.
3. Prepares, files, and retrieves department documents, records, receipts, invoices, policies, and reports and maintains employees and departmental files.
4. Maintains an accurate workable calendar and schedule for the Manager/Director, prioritizing scheduling meetings and appointments.
5. Facilitates travel arrangements for the leaderships to ensure efficient traveling.
6. Manages all arrangements for Human Resources department meetings, preparing agendas and minutes for the same, following the status of meeting actions and reports progress of tasks to the Manager/Director.
7. Performs general office duties including, but not limited to, ordering supplies, answering phones, photocopying, faxing, greeting visitors, maintaining and managing contacts for partners, vendors, and staff.
8. Manages office equipment, including postage machine, printers, fax, photocopier, conference phone, and projector.
9. Provides support to the team for photocopying and binding as necessary.
10. Develops any written materials like procedures and policies to be communicated to employees as required.
11. Handles special projects and matters as directed by the Executive leadership.
12. Manages all queries from the facility employees or customers in a pleasant manner.
13. Participates in team efforts as required time to time.
14. Collaborates with other members of the team to carry out work smoothly.

Accountabilities

1. Manages and is responsible for smooth office operations.
2. Ensures proper filing and keeps records of all important messages and meetings.
3. Acts as the point of contact among executives, employees, clients, and other external partners.
4. Manages information flow in a timely and accurate manner.
5. Contributes to the efficiency of the business by providing personalized and timely support to executive members.
6. Manages information flow in a timely and accurate manner as per leadership assignments.

Qualifications
Required

1. 2-4 years of progressive executive secretarial responsibility.

Desired

1. Experience in a large healthcare facility.

About Us
At SSMC, we firmly believe that the human touch is a fundamental part of care. We understand that health care is both an art and a science, running deeper than simply diagnosing and treating those who rely on us. Our SSMC Model of Care puts our patients at the forefront of our purpose and at the heart of everything we do, ensuring that the needs of our patients come first. Every one of our patients receives individualized attention from a multidisciplinary team of experts who collaborate closely to deliver trusted and compassionate care. From the very first point of contact with SSMC to the moment patients are back home, we ensure specialty-specific care at every stage and in every interaction. As one of the largest tertiary hospitals in the UAE, SSMC provides access to specialist medical treatments and advanced diagnostics, with a commitment to becoming a Destination Medical Center in the UAE and wider region.

About The Team
About Sheikh Shakhbout Medical City (SSMC)
SSMC is the largest tertiary hospital in the UAE and serves to elevate the provision of health care services in the nation under the mandate of the Abu Dhabi Economic Vision 2030. Supported by the latest diagnostic and treatment modalities available, SSMC offers care in 44 specialties. A team of locally and internationally trained medical, clinical, and admin professionals work seamlessly together, which promotes comprehensive interdisciplinary learning, allowing SSMC to become a leading hub for integrated patient-centric medical services in the region. As the region’s leading tertiary facility, SSMC has 742 patient beds, 18 operating theatres, and includes a hybrid operating room, 26-bed neonatal intensive care unit, and the UAE’s largest pathology lab.