Management Assistant

7 days ago

Sharjah, Sharjah, United Arab Emirates Al Taj Medical Centre Full time

Core Job Purpose

  • Provide high-level administrative support to the General Manager, ensuring efficient daily operations, confidential handling of information, and effective coordination with board members and senior leadership.
  • Serve as the primary liaison between the General Manager and internal teams, external partners, and stakeholders.

Key Responsibilities

  • Calendar and scheduling management for daily operation at the centre.
  • Manage the General Manager's calendar, prioritizing meetings, events, to maximize productive use of time.
  • Coordinate internal and external meetings, prepare agendas, collect materials, and take and circulate minutes as needed.
  • Communications and correspondence
  • Handle incoming and outgoing communications (emails, calls, etc) on behalf of the General Manager with professionalism and discretion.
  • Draft, format, and edit correspondence, reports, presentations, and briefing notes.
  • Create and maintain organized filing systems (digital and physical), ensuring easy retrieval of documents, reports, and records.
  • Compile and summarize data, reports, and KPI dashboards for executive review.
  • Board and stakeholder coordination
  • Manage relationships with board members, senior executives, partners, and key stakeholders as delegated.
  • Project and task follow-up
  • Track action items from meetings, follow up with owners, and ensure timely completion.
  • Provide ad-hoc research support and data collection for special projects as requested.
  • Office and team support
  • Assist with general office operations, procurement of supplies, and coordination with other departments as needed.
  • Support the General Manager in personal or executive-level tasks within reasonable boundaries.

Required qualifications

  • Education: Bachelor's degree or equivalent in business administration, office management, or related field preferred.
  • Experience: 2–3 years in an executive assistant, personal secretary, or senior administrative role supporting C-level or General Manager-level executives.

Skills:

  • Exceptional organization and time-management abilities.
  • High-level discretion and confidentiality.
  • Strong written and verbal communication in English; proficiency in Arabic and/or Urdu is a plus.
  • Proficiency with office software (MS Office/365), calendar and email management, and document formatting.
  • Ability to multitask, prioritize, and work under pressure with minimal supervision.
  • Strong intercultural business etiquette and stakeholder management.

Professional attributes

  • Proactive problem-solver with meticulous attention to detail.
  • Gatekeeping and conflict-avoidant communication style; diplomatic when handling sensitive matters.
  • Discretion, integrity, and a professional demeanour aligned with a healthcare environment and board-level expectations.
  • Team player with the ability to collaborate across departments and with external partners.

Reporting and alignment

  • Reports to: General Manager.
  • Primary interactions: department heads, executives, internal staff, clients, vendors, and partners.

Contract terms

  • Employment status: Full-time, permanent.
  • Working hours: Standard office hours with occasional after-hours support for major events or board meetings.
  • Location: Sharjah (on-site in the Al Taj Medical Centre environment) with occasional travel requirements if applicable.

Job Type: Full-time

Pay: AED4, AED5,000.00 per month

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