Executive Personal Assistant

Industry:

About the Role:

We are looking for a highly organised, proactive, and committed professional to work directly with our Medical Director. This role goes beyond a traditional EA position - it combines executive assistance, operations management, and medical administration responsibilities. The right candidate will play an important role, ensuring the smooth execution of daily priorities, effective team coordination, and streamlined decision-making.

This is a high-visibility role and requires someone with strong ownership, discretion, and the ability to manage both micro-level details and macro-level execution.

Key Responsibilities:

• Manage and optimise the Medical Director’s calendar, appointments, and travel.
• Act as the primary point of contact for internal and external stakeholders.
• Prepare agendas, notes, and follow-up actions for meetings.
• Draft and review communications, documents, and reports.
• Ensure day-to-day functioning of clinics runs smoothly in alignment with the Medical Director’s directives and time table.
• Oversee medical operations coordination, including OPD flow, patient scheduling systems, and inter-clinic communication.
• Liaise with doctors, staff, and department heads to ensure timely execution of clinical and operational plans.
• Track patient experience feedback and flag areas for improvement to the Medical Director.
• Support the Medical Director in decision-making by collating data, preparing presentations, and summarising key insights.
• Drive the execution of special projects and new initiatives assigned by the Medical Director.
• Follow up on decisions and tasks delegated by the Medical Director and ensure accountability.

Key Requirements:

• Bachelor’s or Master’s degree (MBA / MHA / Healthcare Management preferred).
• 6-8 years of relevant experience in Executive Assistance, Medical Administration, or Healthcare Operations.
• Strong understanding of clinical workflows, hospital/clinic administration, and operational SOPs.
• Excellent written and verbal communication skills.
• High level of discretion, integrity, and ability to handle sensitive information.
• Strong organisational skills with the ability to prioritise and multitask.
• Tech-savvy with proficiency in MS Office/Google Suite; knowledge of healthcare ERP systems is a plus.

Interested candidates can apply or share their CVs to hr1@alivewellnessclinics.com