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