Job Description

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

Purpose

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.