Executive Assistant – Chief Nursing Officer

Executive Assistant is expected to perform secretarial and clerical work and to perform a variety of receptionist related duties.

Summary of Main Duties

• Actively participates in upholding and promoting the vision and culture of University Hospital-Sharjah (UHS)
• Complies with all UHS policies and procedures and fire regulations
• Participates in all aspects of the International Accreditation program to assist UHS attain and maintain international accreditation standards
• Manage the administration reception area.
• Ensure the readiness of the reception area for each working day and have all front desk activities fully operational at the start of business hours.
• Receive incoming telephone calls, provide answers to routine inquiries and/or refer them to other personnel as required.
• Greet and screen visitors to the administrative suite and direct them to the appropriate location.

Responsibilities

• Provide clerical and procedural support as needed.
• Organize and maintain forms and office stationary required for front desk activities.
• Schedule appointments, organize overflowing paper documents and distribute the required information via post, courier, telephone and email.
• Sort and distribute mail within the administrative suite and organize and send outgoing post.
• Type a variety of routine documents from handwritten drafts.
• Book meeting rooms and maintain meeting rooms’ calendar; arrange meetings and conferences as requested.
• Recording of meeting minutes as required
• Arrange appointments as requested.

Position Requirements/Qualifications

• Preferred Bachelor Degree, but not essential and two years of secretarial or administrative experience or an equivalent combination of education and experience.
• Should be proficient in using Microsoft Office as they have to make spreadsheets, manage data and create documents on computers. Microsoft Excel and Word experience are a must.
• Good knowledge of English and Arabic languages.
• Ability to type accurately and proficiently.

Excellent interpersonal and communication skills and telephone etiquettes are required to communicate orally in a clear, concise manner with employees, physicians, administration, the medical staff, and the public.

Position criteria Other Skills/Abilities

• Ability to work independently and follow oral and written instructions.
• Must possess a warm outgoing personality and a pleasant speaking voice.
• Time management skill sets to work in a fast-paced environment with frequent interruptions.
• Reliability.