Job title: Project and Executive Assistant
Job type: Permanent
Emp type: Full-time
Industry: Healthcare
Expertise: Administration Management
Salary type: Monthly
Location: Phoenix
Job published: 15/05/2023
Job ID: 40529
Contact name: Pierrette Naiker

Job Description

Our client (healthcare-Large local Group) is looking for a Project and Executive Assistant.


Assist key team members in the monitoring of project plans, schedules and organisation of stakeholders meetings while ensuring the day-to-day operations.

Provide high-level administrative support and executive secretarial duties to the Chief Executive Officer.

Duties & Responsibilities

  • Organise, attend and participate in stakeholder meetings while facilitating communication throughout the project life cycle
  • Support team members when implementing risk management strategies
  • Handle multiple projects and priorities simultaneously in a fast-paced environment
  • Manage the calendar and coordinate meetings and agendas
  • Screen phone calls, enquiries, requests and handle them appropriately according to urgency and importance
  • Prepare and modify various documents including correspondence, agendas, reports, drafts, and minutes
  • Maintain and improve electronic and hard copy filing system for business & private documents and keep all files in a well organised manner
  • Prepare Board packs for Board meetings (printing, binding, checking and chasing if need be) and do the filing of reports or presentations after the meeting
  • Attend to any personal task as and when assigned by the CEO, in a wide range of fields including:
    • Banking, invoicing, Medical claim handling, events organization or scheduling, renewal of permits, licences and insurances, travel arrangements for their families etc. and seek professional advice as and when required
  • Provide administrative support as needed and undertake project tasks as required
  • Promote, adhere and operate in line with the company values which are:
    • People caring for people
    • Expertise you can rely on
    • Making a difference together
  • Assist the ethics committee and attend to queries as and when required
  • Ongoing project monitoring and project tracking across the team
  • Preparing presentations and documentation for external / internal meetings using information collected
  • Taking minutes during meetings and distribute tasks to team members to action if applicable
  • Support with organising team meetings and workshops and as when required

Qualifications, Skills and other prerequisites

  • Bachelor degree in Business or any equivalent qualification
  • Experience in project management and as Personal Secretary/Assistant
  • Proficiency in MS Office
  • Good communication and interpersonal skills
  • Strong organisational and multi-tasking skills
  • Excellent analytical and problem solving abilities
  • Documentation management and ability to use project management tools
  • Attention to details under pressure and discreet
  • Time management skills with ability to meet deadlines
  • Have a valid driving licence and owner of private car

Proactive Talent Solutions reserves the right:

To call only the shortlisted candidates for interview.

Not to make any appointment following this advertisement nor to assign any reason whatsoever for accepting or rejecting any candidate.