The Executive Assistant provides high-level administrative, operational, and strategic support to the Medical Director and Chief Executive Officer. The role requires exceptional discretion, strong coordination skills, and a deep understanding of hospital operations, clinical governance, and executive workflows. The EA acts as a trusted liaison between the executive office and internal/external stakeholders, ensuring seamless communication, efficient time management, and execution of strategic priorities.
Key Responsibilities
Executive & Administrative Support
- Manage complex calendars for the MD and CEO, including clinical, operational, and board engagements
- Coordinate meetings, prepare agendas, take accurate minutes, and track action items
- Handle confidential correspondence, reports, and executive documentation
- Draft professional emails, memos, presentations, and briefing notes
- Screen calls, manage priorities, and ensure timely follow-up on executive directives
Strategic & Operational Coordination
- Support execution of hospital strategic initiatives and leadership priorities
- Track executive KPIs, departmental reports, and performance dashboards
- Coordinate cross-functional meetings involving clinical, finance, HR, and operations teams
- Follow up on management decisions to ensure implementation and closure
Clinical & Governance Support
- Support the MD with clinical documentation, meetings, and regulatory compliance
- Assist with preparation of board papers, executive summaries, and regulatory submissions
- Maintain accurate records of approvals, and executive resolutions.
Communication & Stakeholder Management
- Serve as the primary point of contact between the executive office and consultants, government agencies, partners, and donors
- Coordinate visits, inspections, and executive-level engagements
- Manage professional communication with patients, clinicians, and external stakeholders when delegated
Travel, Events & Logistics
- Coordinate local and international travel, itineraries, and accommodation
- Organize executive retreats, board meetings, hospital events, and visits
- Ensure meeting rooms, materials, and technology are prepared in advance
Confidentiality & Compliance
- Handle sensitive clinical, financial, and personnel information with absolute confidentiality
- Ensure compliance with hospital policies, ethical standards, and regulatory requirements
- Maintain secure filing systems (electronic and physical)
Required Qualifications & Experience
- Bachelor’s degree in Business Administration, Healthcare Administration, or a related field
- Minimum of 3–5 years’ experience as an Executive Assistant or Senior Administrative Officer, preferably in a hospital or healthcare setting
- Strong understanding of hospital operations and executive governance structures
Key Competencies & Skills
- Exceptional organizational and time-management skills
- High level of discretion, professionalism, and integrity
- Strong written and verbal communication skills
- Ability to manage multiple priorities in a fast-paced environment
- Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) and digital tools
- Strong interpersonal skills and executive presence
Personal Attributes
- Highly dependable and proactive
- Calm under pressure with excellent problem-solving ability
- Detail-oriented with strong follow-through
- Adaptable and responsive to changing priorities
Performance Indicators (KPIs)
- Timeliness and accuracy of executive schedules and documentation
- Quality and effectiveness of executive communication support
- Completion rate of executive action items
- Stakeholder satisfaction and responsiveness
- Compliance with confidentiality and governance standards
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