Project and Executive Support Officer

3 weeks ago

Motera Ahmedabad Gujarat, India Itype Designs Full time

**POSITION PURPOSE**

The Project and Executive Support Officer (PESO) will provide vital administrative and professional assistance to the Executive Leadership Team (ELT), support the delivery of key projects and management of the social media presence of the organisation. The PESO will be responsible for liaising with both internal and external stakeholders to ensure the timely delivery of each of these significant administrative services.

The PESO will function across all branches of the company to coordinate essential projects and provide administrative support to the ELT, including the Chief Executive Officer (CEO), Chief Operating Officer (COO) and Head of Clinical Services (HOCS). Additionally, the PESO will collaborate in an agile fashion with all key stakeholders to ensure that the strategic goals of the organisation are achieved, and robust administrative systems are created and maintained. The role will be fundamental in ensuring that the organisation’s positive influence on health outcomes continues to increase through the intentional and consistent distribution of digital content to widen the social and geographical reach to clients and consumers.

**ROLE SPECIFIC RESPONSIBILITIES**
- Play a key role in the coordination of the key projects across the organization ensuring successful delivery aligning with the organisational and executive strategy.
- Support key internal stakeholders (Executive Leadership Team), to ensure high quality administrative supports across all business streams.
- Develop, monitor, and evaluate administrative structures within the organisation to ensure optimal utilization of resources and performance of the executive team.
- Collate concise organizational reports in line with the executive schedule, create administrative templates maximising efficiency of the organisation and collect information to prepare and develop presentations.
- Manage the daily administrative needs of the executive team - including, but not limited to diary management, booking travel and accommodation, maintaining a calendar of appointments, and negotiating time schedules including contacting external stakeholders, booking meeting rooms and orchestrating required materials.
- Liaising with key stakeholders to ensure the timely and consistent publication of digital content across all social media platforms utilized by the organisation; including but not limited to Care I Wish and APEX.
- Coordinate meetings, events, and functions on behalf of the CEO, CEO and HOCS. Prepare necessary support documents, agendas, materials, and facilities, including the distribution of materials to stakeholders in a timely manner and provision of confidential minute recording in line with the Terms of Reference.
- Escalating agenda items requiring action to the appropriate ELT members and following up as appropriate.
- Review procedures relating to the co-ordination of administrative services to ensure maximum efficiency and a reduction in waste or inefficiency to support of the overall function of the organisation.
- Create templates and scheduling tools to track timeline and progress of ongoing projects.
- The completion of additional ad hoc tasks as required in order to support the needs of the executive team.

**KEY SELECTION CRITERIA**

**SKILLS AND ATTRIBUTES**
- Strong interpersonal skills with the ability to build and maintain positive working relationships which are both internal and external to the organisation.
- Highly developed communication skills, written and oral, and proven ability to liaise and communicate effectively and sensitively and to positively influence performance within the executive team, staff at all levels and various stakeholders.
- Exceptional time management and problem-solving skills with demonstrated ability to coordinate and execute competing demands ensuring successful outcomes.
- Proficient use of Microsoft 365, Windows Applications (including Word, PowerPoint etc.), project and performance management tools, and/or healthcare related customer relationship management systems.
- Excellent document management skills and proven capacity to coordinate tasks, determine priorities, monitor workflows, and effectively operate as a member of a team in a pressured and agile environment.
- An understanding of the organisational service requirements for both participants and clients and a demonstrated record of strong commitment and achievement in meeting customer needs.
- Demonstrated ability to manage multiple social media platforms concurrently, liaising with appropriate stakeholders to ensure timely production and publication of content.

**PROFESSIONAL REQUIREMENTS**
- Adherence to the professional codes of conduct and organisational behavioral standards including any other relevant professional and behavioral standards.
- Abide by and work in accordance with all relevant legislation.
- Promote an environment which is conducive to learning and supportive of clients, participants, and

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