Executive Assistant To Chief Executive Officer

Administrative Support

• Provide comprehensive administrative support to the CEO, including managing calendars, scheduling meetings, and organizing daily activities.

• Handle incoming calls, emails, and correspondence, prioritizing and directing communication as appropriate.

• Prepare and edit presentations, reports, and other documents on behalf of the CEO, ensuring accuracy, clarity, and professionalism.

• Assist with travel arrangements, including flight bookings, hotel accommodations, itineraries, and transportation, ensuring seamless travel logistics for the CEO.

• Coordinate and organize events, conferences, and high-level meetings, ensuring all logistical and administrative details are managed efficiently.

Liaison and Communication

• Serve as a primary point of contact between the CEO and internal/external stakeholders, including senior management, board members, clients, and partners.

• Maintain effective communication with senior leadership and department heads to ensure that the CEO is well-informed about key initiatives and organizational matters.

• Draft internal and external communications, such as emails, memos, and reports, on behalf of the CEO.

• Prepare and organize materials for meetings, briefings, and presentations, ensuring the CEO has all necessary information to engage with key stakeholders.

Scheduling and Calendar Management

• Manage the CEOs complex calendar, scheduling meetings, appointments, and travel, ensuring the CEOs time is optimally allocated. • Prioritize appointments and meetings based on urgency and importance, ensuring alignment with organizational goals and objectives.

• Coordinate with other executive assistants and teams across the hospital group to align the CEOs schedule with other senior leadership activities.

Project Management and Special Initiatives

• Support the CEO in strategic initiatives by managing or assisting with special projects, ensuring deadlines are met and objectives are achieved.

• Track project progress, communicate updates to relevant stakeholders, and ensure the completion of deliverables as scheduled. • Assist with research and data collection for projects and initiatives that require the CEOs direct involvement.

Board and Executive Support

• Assist with the preparation of materials for board meetings, including agendas, reports, and presentations, and ensure timely distribution to board members.

• Take meeting minutes for executive meetings, board meetings, and other high-level meetings as needed, ensuring all action items and decisions are documented and followed up on.

• Coordinate communication with board members, ensuring smooth scheduling and handling of board-related logistics.

Confidentiality and Discretion

• Handle sensitive and confidential information with the highest level of discretion and professionalism, safeguarding the privacy of both internal and external stakeholders.

• Manage confidential matters related to the CEOs personal affairs, executive decisions, and sensitive corporate information, ensuring that confidentiality is always

maintained.

Stakeholder and External Relations

• Maintain positive relationships with key external partners, healthcare providers, vendors, and clients, acting as a representative of the CEO when needed.

• Coordinate with senior leadership and other teams to ensure smooth operations between the CEOs office and external organizations.

• Support the CEO in managing relationships with government agencies, regulatory bodies, and business partners by handling inquiries and ensuring follow-up actions are completed. 8. Office Management

• Ensure the CEOs office is well-organized, stocked with necessary supplies, and equipped with required technology and resources.

• Assist with maintaining and organizing important documents, records, and files, both electronic and physical, ensuring efficient access to necessary information.

Team Collaboration

• Work collaboratively with other executive assistants, department heads, and hospital leadership teams to ensure smooth operations across the organization.

• Act as a bridge between the CEO and other departments, ensuring clear communication and the timely execution of tasks.

• Assist with organizing and facilitating internal and external meetings, conferences, and team building events.

Preferred candidate profile

preferably in a healthcare or hospital setting.

• Experience working with senior leadership or C-suite executives, particularly in a multi-location or healthcare group environment, is highly desirable.

• Proven ability to manage multiple priorities and navigate complex schedules, with exceptional attention to detail and organizational skills.