Executive Secretary
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Key skills for this role
About the Role
First Medical Center LLC is seeking an Executive Secretary to provide comprehensive administrative, operational, and strategic support to the CEO in Dubai. The ideal candidate has 3 years of administration experience, excellent English communication skills, and proficiency in MS Office.
Key Skills for This Role
Responsibilities
- Manage CEO’s calendar, schedule meetings, and coordinate appointments
- Handle and screen all communication on behalf of the CEO
- Draft and edit business documents, letters, presentations, and reports
- Coordinate daily clinical operations and act as liaison between CEO and departments
- Support recruitment activities: screening CVs, scheduling interviews, and onboarding
- Assist in executing marketing strategies and coordinating with media agencies
- Track financial records, invoices, petty cash, and coordinate with accountants
- Monitor customer complaints across online platforms and coordinate resolution
Requirements
- Bachelor's degree
- 3 years of experience in administration
- Excellent communication skills in English
- Proficient in MS Office Suite and digital tools
- High level of discretion, integrity, and professionalism
- Flexible and available beyond standard working hours if required
Full Job Posting
Job Purpose
- To provide comprehensive administrative, operational, and strategic support to the CEO across all functions of First Medical Center and First Health Project Management Services.
- This role requires a highly organized, proactive, and confidential individual who can manage tasks efficiently and represent the CEO professionally in a fast paced healthcare environment.
Key Responsibilities
- Manage CEO’s calendar, schedule meetings, and coordinate appointments across both entities.
- Organize internal and external meetings, prepare agendas, take minutes, and follow up on action items.
- Handle and screen all communication (emails, calls, correspondence) on behalf of the CEO.
- Draft and edit business documents, letters, presentations, and reports as required.
- Ensure the CEO is well prepared for meetings, conferences, and public engagements.
- Coordinate and monitor daily clinical operations, ensuring alignment with the CEO’s directives.
- Act as a liaison between the CEO and clinic coordinators, department heads, and external partners.
- Track compliance with policies, procedures, and regulatory requirements across branches.
- Assist in quality assurance and reporting across departments.
- Support the CEO in recruitment activities: screening CVs, scheduling interviews, and onboarding.
- Maintain and update employee records, contracts, and HR files under the direction of the CEO.
- Track staff performance, evaluations, and assist in implementing HR initiatives.
Skills & Competencies
- Excellent organizational and time management skills.
- Strong verbal and written communication in English (Arabic is a plus).
- Proficient in MS Office Suite (Word, Excel, PowerPoint) and digital tools (Google Drive, WhatsApp Business, Canva, Instagram).
- Ability to multitask, prioritize, and work under pressure.
- High level of discretion, integrity, and professionalism.
- Flexible and available beyond standard working hours if required.
Working Hours
- Full time, based on operational needs and CEO’s schedule, including occasional weekend or evening availability.
Pay
- AED 5,000.00 per month
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