Job Summary

• The Executive Assistant to the Medical Director provides high-level administrative, operational, and coordination support to ensure the effective management of the Medical Director’s clinical, executive, and strategic responsibilities. The role requires exceptional discretion, organizational skills, and an understanding of hospital operations, clinical workflows, and stakeholder management within a healthcare environment.

Key Responsibilities
Executive & Administrative Support:

• Provide comprehensive administrative support to the Medical Director, including calendar management, meeting scheduling, travel coordination, and correspondence handling.
• Manage confidential communications, documents, and sensitive medical and executive information with the highest level of discretion.
• Prepare, edit, and format reports, presentations, memos, and official correspondence.
• Serve as the primary liaison between the Medical Director and internal departments, consultants, external partners, and regulatory bodies.

Clinical & Practice Coordination:

• Coordinate the Medical Director’s clinical schedule, including outpatient clinics, ward rounds, catheterization lab sessions, and procedural commitments.
• Support coordination with nursing, cardiology, theatre, cath lab, imaging, and allied clinical teams to ensure seamless workflow.
• Assist in organizing patient-related documentation where applicable, ensuring alignment with hospital policies and confidentiality standards (non-clinical role).

Governance, Compliance & Documentation:

• Support the Medical Director in maintaining compliance with hospital policies, clinical governance frameworks, accreditation requirements, and regulatory standards.
• Track deadlines for medical reports, audits, committee submissions, and regulatory filings.
• Maintain accurate records of clinical meetings, Medical Advisory Committee (MAC) meetings, and executive sessions, including minutes and action trackers.

Strategic & Operational Support:

• Assist with the coordination of strategic initiatives, clinical programs, and departmental projects led by the Medical Director.
• Monitor follow-up actions from meetings and ensure timely execution across departments.
• Support preparation for board meetings, executive reviews, and clinical performance discussions.

Stakeholder & Communication Management:

• Manage communication with senior consultants, physicians, hospital executives, and external stakeholders.
• Handle patient escalation correspondence directed to the Medical Director, routing appropriately and maintaining professionalism and empathy.
• Coordinate visits, inspections, and engagements involving medical leadership.

Office & Workflow Management:

• Maintain an efficient filing and document management system (physical and electronic).
• Ensure proper documentation, version control, and record retention in line with hospital policy.
• Support onboarding and scheduling of visiting consultants or locum cardiologists as directed.

Key Performance Indicators (KPIs)

• Timeliness and accuracy of schedules, reports, and documentation
• Effectiveness of coordination between clinical and administrative teams
• Compliance with confidentiality and governance standards
• Responsiveness to executive and clinical priorities
• Quality of communication and stakeholder management

Qualifications & Experience

• Bachelor’s Degree in Business Administration, Healthcare Administration, or a related field.
• 3–5 years’ experience as an Executive Assistant or Senior Administrative Officer, preferably within a healthcare or hospital setting.
• Prior experience supporting senior medical consultants or executives is an advantage.

Required Skills & Competencies:

• Strong understanding of hospital operations and clinical environments.
• Excellent organizational, multitasking, and time-management skills.
• High level of discretion and confidentiality.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite, hospital information systems (HIS), and document management tools.
• Ability to work under pressure, prioritize effectively, and manage competing demands.
• Professional demeanor, emotional intelligence, and stakeholder sensitivity

Working Relationships:

• Medical Director / Consultant Cardiologist
• Executive Management Team
• Medical Consultants & Clinical Teams
• Nursing Leadership
• Quality, Compliance, and Medical Administration Units.