Executive Assistant

2 weeks ago

Pune, Maharashtra, India Jehangir Hospital Full time ₹ 6,00,000 - ₹ 8,00,000 per year

Job Description:

1. Calendar Management:

Maintain and manage the calendars of nursing executives, scheduling meetings, appointments and conferences as required.

2. Meeting Coordination:

Coordinate and schedule department meetings, ensuring the availability of key personnel, reserving meeting rooms and preparing agendas and materials.

3. Communication:

Serve as a primary point of contact for the nursing department, handling phone calls, emails and inquiries and directing them to the appropriate individuals.

4. Documentation:

Prepare, review and distribute memos, reports, presentations and other departmental documents as needed.

5. Travel Arrangements:

Arrange travel accommodations, itineraries and expense reports for nursing executives traveling for conferences or meetings.

6. Data Management:

Maintain and organize departmental databases, files and records, ensuring that information is up-to-date and readily accessible.

7. Budget Support:

Assist with budget-related tasks, including tracking expenses, processing invoices and monitoring budget reports.

8. Project Assistance:

Provide support for departmental projects and initiatives, including research, data analysis and report preparation.

9. Staff Scheduling:

Assist with staff scheduling and ensure appropriate staffing levels are maintained.

10. Coordination of Special Events:

Assist in planning and organizing departmental events, workshops, or recognition programs.

11. Policy Compliance:

Ensure departmental policies and procedures are followed and help monitor compliance with regulatory requirements.

12. Confidentiality:

Handle sensitive and confidential information with discretion and professionalism.

13. Inventory Management:

Manage office supplies and equipment, ensuring that necessary resources are readily available.

Required Skill Sets:

  1. Proficiency in office software and tools, including Microsoft Office (Word, Excel, PowerPoint, Outlook).

  2. Strong organizational and multitasking skills.

  3. Excellent communication and interpersonal abilities.

  4. Attention to detail and the ability to handle sensitive information with discretion.

  5. Problem-solving skills and the ability to work independently.

  6. Knowledge of healthcare terminology and procedures is a plus.

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