Executive Secretary

Experience: 3 Years in Administration

Job Purpose

Executive & Administrative Support

• Manage CEO’s calendar, schedule meetings, and coordinate appointments across both entities.
• Organize internal and external meetings, prepare agendas, take minutes, and follow up on action items.
• Handle and screen all communication (emails, calls, correspondence) on behalf of the CEO.
• Draft and edit business documents, letters, presentations, and reports as required.
• Ensure the CEO is well-prepared for meetings, conferences, and public engagements.

Operational Coordination

• Coordinate and monitor daily clinical operations, ensuring alignment with the CEO’s directives.
• Act as a liaison between the CEO and clinic coordinators, department heads, and external partners.
• Track compliance with policies, procedures, and regulatory requirements across branches.
• Assist in quality assurance and reporting across departments.

Human Resources & Recruitment

• Support the CEO in recruitment activities: screening CVs, scheduling interviews, and onboarding.
• Maintain and update employee records, contracts, and HR files under the direction of the CEO.
• Track staff performance, evaluations, and assist in implementing HR initiatives.

Marketing & Branding Support

• Assist the CEO in executing marketing strategies including social media planning, advertising campaigns, influencer collaborations, and content creation.
• Coordinate with graphic designers, content creators, and media agencies as required.
• Maintain and update social media dashboards and campaign performance reports.

Finance & Accounting Support

• Track and monitor financial records, invoices, petty cash, and receipts.
• Coordinate with accountants and auditors for monthly reports and financial reviews.
• Follow up on pending payments, vendor settlements, and salary processing under CEO supervision.

Business Development

• Assist in business expansion activities, due diligence, feasibility studies, and partnership coordination.
• Support in preparing proposals, MOUs, investor decks, and licensing documentation.
• Conduct research and analysis for potential clinic acquisitions or service line expansions.

Customer Complaint Management

• Personally monitor customer complaints across all online platforms (Google reviews, social media, WhatsApp, etc.).
• Coordinate with relevant departments and staff to resolve complaints effectively and promptly.
• Maintain a complaints log and follow up to ensure customer satisfaction.
• In case of unresolved or complex complaints, escalate the matter and seek guidance from the CEO.

Skills & Competencies

• Excellent organizational and time management skills.
• Strong verbal and written communication in English (Arabic is a plus).
• Proficient in MS Office Suite (Word, Excel, PowerPoint) and digital tools (Google Drive, WhatsApp Business, Canva, Instagram).
• Ability to multitask, prioritize, and work under pressure.
• High level of discretion, integrity, and professionalism.
• Flexible and available beyond standard working hours if required.

Working Hours

• Full-time, based on operational needs and CEO’s schedule, including occasional weekend or evening availability.

Job Types: Full-time, Permanent

Language

• English (Required)
• Willingness to travel:
• 100% (Required)