Executive Secretary (Assistant) to the CEO- Urgent

Job Description

About the Job
Job Summary
New Leaf Medical Complex is seeking a proactive, detail-oriented, and highly professional Executive Secretary (Assistant) to the CEO to join our leadership team. This specialized role provides high-level executive and administrative support while leveraging a health background to facilitate informed communication between executive leadership and healthcare departments. The successful candidate will ensure operational efficiency, professional governance, and organizational sustainability, meeting the highest institutional standards of the complex.

Key Responsibilities
1. Executive & Administrative Support

Calendar & Schedule Management: Manage the CEO’s complex schedule, coordinate high-level meetings, and prioritize urgent correspondence.
Documentation & Clerical Oversight: Prepare professional agendas for board and clinical leadership meetings; synthesize sensitive health data for executive reports, memos, and presentations.
Office Operations: Ensure all administrative and clinical documentation is accurate, organized, and readily accessible for leadership review.
2. Clinical Liaison & Communication

Technical Bridging: Serve as the primary point of contact between clinical departments and the CEO’s office, using healthcare knowledge to interpret medical reports and summarize critical priorities.
Stakeholder Collaboration: Work closely with medical and nursing leadership to ensure executive decisions are effectively communicated and implemented across healthcare units.
3. Quality, Compliance & Information Security

Confidentiality: Maintain strict security regarding executive actions and sensitive patient-related information.
Standards Adherence: Ensure office operations comply with healthcare regulatory requirements and institutional governance standards.
Risk Management: Identify potential administrative hazards and support the implementation of mitigation measures to maintain office efficiency.
4. Documentation & Reporting

Maintain meticulous records of executive decisions, meeting minutes, and strategic correspondence.
Prepare periodic reports for the CEO on departmental performance and clinical liaison activities.
Technical Skills: Proficiency in Google Workspace, Microsoft Office Suite, familiarity with Electronic Health Records (EHR) systems, and strong reporting and documentation skills.
Behavioural Traits: Exceptional organizational skills, discretion, integrity, and the ability to maintain professional conduct in a high-pressure environment.
Communication: Advanced interpersonal skills with the ability to work effectively with both clinical and support teams.
About You
Qualifications & Requirements
Education: BSc Degree in, Medicine, Public Health, Healthcare Administration, Nursing, Pharmacy, or a related clinical field. Advanced executive secretarial training is highly desirable.
Experience: 3 to 5+ years of relevant experience in an executive support role, ideally within a hospital, clinical, or public health setting.
Licensing: A valid professional license in a clinical or health-related field is preferred.
Knowledge: Strong command of medical and public health terminology and familiarity with healthcare sanitation and waste management standards.