Medical Assistant and secretaryPJO Healthcare Services

We are seeking a reliable, highly organized, and proactive individual to join our team as a Medical Assistant and Personal Secretary. In this role, you will provide comprehensive administrative and organizational support to a senior executive or high-level manager. Your primary responsibility will be to assist with various tasks and responsibilities to ensure the smooth functioning of their professional and personal affairs.
Responsibilities:
Calendar and Schedule Management:
Manage the executive's calendar, schedule appointments, and coordinate meetings and events.
Prioritize and schedule appointments, ensuring optimal use of the executive's time.
Send reminders, handle scheduling conflicts, and make necessary adjustments to accommodate changing priorities.
Travel and Accommodation Arrangements:
Make travel arrangements, including booking flights, accommodations, transportation, and visas.
Prepare detailed itineraries, including meeting schedules, directions, and necessary documents.
Coordinate travel logistics, such as airport transfers, car rentals, and meeting arrangements.
Correspondence and Communication:
Manage incoming and outgoing communications, including phone calls, emails, and written correspondence.
Draft and proofread emails, letters, reports, and other documents as required.
Prioritize and filter communication, ensuring timely and appropriate responses.
Meeting and Event Support:
Prepare meeting agendas, materials, and presentations.
Attend meetings, take accurate minutes, and distribute them to relevant participants.
Coordinate logistics for meetings, conferences, and events, including venue bookings, catering, and audiovisual requirements.
Document and File Management:
Maintain organized filing systems, both physical and digital, ensuring easy retrieval of documents.
Create and manage databases, spreadsheets, and other records.
Handle sensitive and confidential information with discretion and professionalism.
Administrative Support:
Perform general administrative tasks, including photocopying, scanning, and filing.
Manage and process expenses, invoices, and reimbursements.
Assist in preparing and monitoring budgets, financial reports, and other administrative documents.
Personal Assistance:
Provide personal support to the executive, including managing personal appointments, handling personal correspondence, and organizing personal events or functions.
Run personal errands, such as purchasing gifts, making reservations, or arranging personal services.
Requirements:
Proven experience as a Personal Assistant or in a similar role supporting senior executives.
Excellent organizational and time management skills, with the ability to prioritize and multitask effectively.
Strong attention to detail and accuracy in managing calendars, schedules, and documentation.
Exceptional verbal and written communication skills, including professional phone etiquette.
Proficient computer skills, including MS Office Suite and digital communication tools.
Discretion and confidentiality in handling sensitive information.
Ability to anticipate needs, proactively problem solve, and work independently.
Strong interpersonal skills and the ability to work well with individuals at all levels.
Flexibility and adaptability to accommodate changing priorities and work demands.
Availability to work outside of regular office hours, as needed.