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

Organizational, Communication, and Time Management

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