Secretary / Executive Assistant

Role Overview

The Executive Secretary will serve as a pivotal administrative partner to the Management Office, ensuring seamless organization and communication across various departments and external stakeholders. This role demands discretion, excellent coordination skills, and the ability to manage confidential information efficiently.

Primary Responsibilities

• Oversee all Management Office scheduling, including appointments, meetings, travel arrangements, and branch visit planning within the organization.
• Filter and prioritize incoming calls, emails, and correspondence, crafting responses on behalf of management when required.
• Facilitate meetings by coordinating with branch leadership, medical professionals, department heads, and external associates; prepare agendas, document minutes, and track follow-up actions.
• Organize travel logistics for both domestic and international trips, including ticket bookings, visa arrangements, lodging, and detailed itineraries.
• Maintain secure storage for confidential documents such as contracts, licenses, and compliance records.
• Monitor outstanding approvals, escalations, and deadlines across units to ensure prompt resolution.
• Act as a communication conduit among the Management Office, branches, vendors, auditors, banking partners, and regulatory agencies.
• Compile and generate presentations, reports, official letters, and circulars as assigned.
• Execute additional special projects and urgent tasks as directed by the Management Office.