Senior Medical Secretary (Ref#060)

POSITION OVERVIEW The Senior Medical Secretary will provide high-level secretarial and administrative support for one or more of the organization’s executives, requiring discretion, confidentiality, a good understanding of technical and business vocabulary, and detailed knowledge of the organization’s operations, procedures, and people.

• This Client will sponsor a work visa and offer relocation assistance on a case by case basis.

KEY RESPONSIBILITIES   Executive Support : Provide high-level administrative support to the Director, including managing schedules, coordinating travel, and handling confidential correspondence and materials.

Training & Mentorship : Train, coach, and support secretary and administrative staff to ensure consistent performance and development across the organization.

Project Coordination : Assist with and manage complex, strategic projects involving cross-functional teams; ensure timely communication and progress tracking.

Communication & Liaison : Act as a liaison between the Director and internal / external stakeholders, including staff, clients, media, and the public.

Maintain professional representation of the organization via phone, email, and in-person.

Information Management : Collect, analyze, and synthesize data and information for reports, presentations, speeches, memos, and other executive-level communications.

Document & Records Management : Maintain office records, budgets, and documentation with discretion and accuracy.

Ensure sensitive and confidential information is securely handled.

Administrative Tasks : Draft letters and communications, prepare meeting agendas and minutes, screen calls and emails, and respond to inquiries as appropriate.

Event Planning : Plan and coordinate meetings, events, and other special functions from start to finish, including logistics and communications.

Translation Services : Provide translation support for executive-level communications, as needed.

Process Improvement : Guide and support secretarial help desk staff with complex tasks and escalate issues as needed.

Policy Adherence : Follow all internal policies and procedures and uphold organizational standards of conduct and professionalism.

Professional Development : Participate in ongoing training, development, and learning opportunities.

IDEAL QUALIFICATIONS Education : Bachelor’s or Diploma degree in Business Administration or related field preferred.

Experience : Four (4) years with Bachelor’s degree and six (6) years with Diploma degree of related experience required.

Skills : Organizational, Communication, and Time Management  Experience in office management and administration Powered by JazzHR