Job Description
We are seeking a highly organized and detail-oriented Executive Assistant to support the Medical Director in managing their daily tasks, travel arrangements, and administrative responsibilities. The ideal candidate will have excellent communication and organizational skills, with the ability to handle multiple tasks simultaneously and maintain confidentiality.
Key Responsibilities:
Screening and Direct Phone Calls:
Screen and direct phone calls to the Medical Director, ensuring that all calls are handled efficiently and professionally.
Travel Management:
Handle all travel itineraries for the Medical Director, including domestic and international travel, hotel bookings, and other travel arrangements.
Visa and Dollar Arrangements:
Arrange for visas and dollars for the Medical Director's travel purposes.
Personal Tasks:
Maintain the Medical Director's medical files, supervise house staff, and manage the driver.
Ensure timely reminders for meetings and appointments.
Meeting Scheduling and Minutes:
Arrange all meeting schedules and timely reminders for the Medical Director.
Prepare minutes of meetings and circulate them to relevant stakeholders.
Appointments and Follow-ups:
Schedule follow-up appointments for the Medical Director.
Inventory Management:
Purchase and maintain inventory of office equipment, stationery, and maintenance contracts for office equipment and facilities.
Payment and Claims Processing:
Prepare payments to vendors and claims, ensuring timely and accurate processing.
Maintain proper filing of accounting documents for record keeping.
Cashless and Reimbursements:
Handle cashless and reimbursements for claims by staff, ensuring accurate tracking of travel details and boarding passes for dearness allowance in travel expense claims.
Training Coordination:
Coordinate within the team for handling trainings conducted for staff, keeping track of attendees in training sessions.
Prepare training feedback forms, circulate them across staff, and follow up for the same.
Monthly Reports:
Prepare MIS reports every month related to office vendor payments.
Prepare excel reports regarding travel booking, petty cash reports, and other record keeping as required for accounting purposes.
General Admin Support:
Provide general administrative support and perform other relevant ad-hoc tasks or assignments as needed.
