Executive Assistant II | Office of the Executive Director  

Summary

Provide high-level administrative support by validation of reports, scheduling of hospital staff, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, and scheduling meeting.

Primary duties and responsibilities

• Validate reports and documents prior to presentation to Executive Director (ED).
• Check hospital schedules according to the directives of the ED.
• Receive, record, route files, and transmit confidential information and other correspondence/documents to and from the office of the ED.
• File and retrieve corporate documents, records, and reports.
• Take dictation, transcribes, types and/or prepares letters, reports, and other correspondence as directed.
• Transcribe minutes of the meeting called for by the ED.
• Set and clear appointments of the ED.
• Answer telephone calls and take notes of important messages for the ED.
• Maintain proper updated filing system for reports, records, circulars, and office memoranda for the use of the ED and other authorized personnel.
• Screen and attend to persons who wish to see the ED.
• Monitor and release documents/communications approved/acted upon by the ED to the departments/division/section concerned.
• Coordinate and direct office services, such as records and budget preparation, personnel, and housekeeping, in order to aid Executives.
• Perform related functions as may be assigned from time to time by the ED.

• Graduate of BS Management, Administration, or any 4-year course.
• At least 2 years of work experience.
• Knowledge
  • Familiarity in supporting the Hospital Administrator/Medical Director.
• Competencies
  • Critical thinking.
  • Time management skills.
  • Inventory skills.
  • People skills.
  • Organizing skills.
  • Research and report-writing skills.
  • Monitoring and evaluation skills.
  • Ability to interpret or understand data.
  • Problem-solving ability.
  • Computer literacy.
• Attitude
  • Gender sensitive.
  • A non-judgmental and positive attitude.
  • Compassion for the patients and passion for TB work.