The Executive Assistant provides high-level administrative, operational, and strategic support to the Medical Director and Chief Executive Officer. The role requires exceptional discretion, strong coordination skills, and a deep understanding of hospital operations, clinical governance, and executive workflows. The EA acts as a trusted liaison between the executive office and internal/external stakeholders, ensuring seamless communication, efficient time management, and execution of strategic priorities.

Key Responsibilities

Executive & Administrative Support

• Manage complex calendars for the MD and CEO, including clinical, operational, and board engagements
• Coordinate meetings, prepare agendas, take accurate minutes, and track action items
• Handle confidential correspondence, reports, and executive documentation
• Draft professional emails, memos, presentations, and briefing notes
• Screen calls, manage priorities, and ensure timely follow-up on executive directives

Strategic & Operational Coordination

• Support execution of hospital strategic initiatives and leadership priorities
• Track executive KPIs, departmental reports, and performance dashboards
• Coordinate cross-functional meetings involving clinical, finance, HR, and operations teams
• Follow up on management decisions to ensure implementation and closure

Clinical & Governance Support

• Support the MD with clinical documentation, meetings, and regulatory compliance
• Assist with preparation of board papers, executive summaries, and regulatory submissions
• Maintain accurate records of approvals, and executive resolutions.

Communication & Stakeholder Management

• Serve as the primary point of contact between the executive office and consultants, government agencies, partners, and donors
• Coordinate visits, inspections, and executive-level engagements
• Manage professional communication with patients, clinicians, and external stakeholders when delegated

Travel, Events & Logistics

• Coordinate local and international travel, itineraries, and accommodation
• Organize executive retreats, board meetings, hospital events, and visits
• Ensure meeting rooms, materials, and technology are prepared in advance

Confidentiality & Compliance

• Handle sensitive clinical, financial, and personnel information with absolute confidentiality
• Ensure compliance with hospital policies, ethical standards, and regulatory requirements
• Maintain secure filing systems (electronic and physical)

Required Qualifications & Experience

• Bachelor’s degree in Business Administration, Healthcare Administration, or a related field
• Minimum of 3–5 years’ experience as an Executive Assistant or Senior Administrative Officer, preferably in a hospital or healthcare setting
• Strong understanding of hospital operations and executive governance structures

Key Competencies & Skills

• Exceptional organizational and time-management skills
• High level of discretion, professionalism, and integrity
• Strong written and verbal communication skills
• Ability to manage multiple priorities in a fast-paced environment
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) and digital tools
• Strong interpersonal skills and executive presence

Personal Attributes

• Highly dependable and proactive
• Calm under pressure with excellent problem-solving ability
• Detail-oriented with strong follow-through
• Adaptable and responsive to changing priorities

Performance Indicators (KPIs)

• Timeliness and accuracy of executive schedules and documentation
• Quality and effectiveness of executive communication support
• Completion rate of executive action items
• Stakeholder satisfaction and responsiveness
• Compliance with confidentiality and governance standards