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Job ResponsibilitiesOrganizes and maintains paper and electronic files, maintain administration processes and updates files, records and other documents relating to the Management's office.
Schedules appointments of Chief Executive Officer and Chief Operating Officer and arrange logistics for meetings and/or conference calls.
Be responsible for taking minutes of the meetings and circulating minutes of meetings accordingly.
Greet and handle visitors, take calls and provide information to callers, if applicable, facilitate communications between the Management office and clients/patients, vendors and/or staff relating to hospital operations.
Sort and screen incoming calls, to ensure smooth running of the Management office.
Handle travel arrangements for the Chief Executive Officer and Chief Operating Officer.
Prepares, proofreads and edits presentation slides and reports as required from time to time.
Collate and compile statistical reports from various departments and prepare Monthly Operation Report and/or any other report to be submitted to the Management Office and/or the Malaysia Corporate Office.
Review documents and prepare reports/analyses, as required, upon the instruction of the Chief Executive Officer and Chief Operating Officer.
Assist Chief Executive Officer and Chief Operating Officer in preparation of speeches, articles, approval papers for submission to the Malaysia Corporate Office where applicable.
Draft and prepare memorandums and arrange for distribution accordingly as instructed.
Provide administrative and secretarial functions for projects undertaken by the Chief Executive Officer and Chief Operating Officer, when required to do so.
Attend meetings with and/or on behalf of the Chief Executive Officer and Chief Operating Officer, when instructed and where appropriate.
Ensure at all times strict confidentiality of job function and information that is confidential in nature.
Ensure familiarity and adhere with Hospital and the IHH MY policies and procedures, administrative functions, hospital operational practices and quality/accreditation requirements, etc.
Performs other job-related duties as assigned from time to time.
Involves in Quality Improvement activities at the departmental level.
Perform other appropriate tasks and duties assigned within the realm of the employee's knowledge and abilities.
To assist as and when the need arises in the arrangement of Community Service projects and other projects conducted by the Hospital.
To undertake any other duties as delegated by the immediate superior.
Job RequirementsDiploma holder, preferably in Secretariat or equivalent.
Minimum 5 years' experience in performing similar duties.
Proficient in the use of computer, strong linguistic and writing skills (spelling, punctuation, grammar, etc.
), possess good oral communication and interpersonal skills, able to exhibit good judgement and discretion, highly organized and meticulous, and positive initiative.
Previous experience in a Hospital or Healthcare industry preferred.
Ability to proofread and edit with accuracy, detail-oriented.
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