Executive Assistant

We are seeking an experienced, highly organised and proactive Executive & Personal Assistant to provide high-level executive and personal support while also managing important operational reporting and stakeholder communication across multiple healthcare facilities.

This is a varied and fast-paced role requiring someone who can confidently move between executive administration, personal assistance, data and reporting, and operational follow-up. The successful candidate will be highly trustworthy, emotionally intelligent, and comfortable handling confidential or sensitive information.

You will need to be someone who anticipates what needs to be done, takes ownership, and follows through without requiring constant direction. Priorities may shift quickly, so agility and sound judgement are essential.

Key Responsibilities

Executive & Personal Assistance

• Manage email triage, calendars, appointments, and scheduling.
• Coordinate meetings, reservations, and other arrangements.
• Assist with form completion and administrative requirements.
• Track bills, payments, reminders, and important deadlines.
• Manage personal emails and administration alongside business responsibilities.
• Organise and prioritise competing requests and deadlines.
• Anticipate requirements and take action before being asked.
• Follow through on tasks to ensure nothing is missed or left outstanding.
• Handle confidential personal and business information with a high level of discretion.

Operational Reporting

• Pull daily statistics from the medical system across multiple facilities.
• Monitor hospitalisations, admissions, and patient numbers.
• Track pending laboratory results and follow up on outstanding information.
• Monitor staff compliance and identify any areas requiring attention.
• Prepare and distribute clear, accurate daily facility briefings.
• Provide timely updates on patient numbers, staff status, and hospital transfers.
• Identify missing or incomplete information and follow up with the relevant stakeholders.
• Ensure daily reporting is accurate, consistent, and delivered within required timeframes.
• Escalate issues appropriately and provide clear updates and recommendations.

Stakeholder Communication

• Liaise with facility staff regarding outstanding information, compliance requirements, and follow-ups.
• Communicate confidently and professionally via WhatsApp, email, telephone, and video.
• Build collaborative relationships with stakeholders across different facilities.
• Influence and encourage action without relying on direct authority.
• Follow up diplomatically but persistently when information or action is required.
• Keep stakeholders informed and ensure important matters do not fall through the cracks.
• Handle sensitive situations with professionalism, emotional intelligence, and sound judgement.

Requirements

• Strong experience working as an Executive Assistant, ideally including significant personal assistance responsibilities.
• Excellent administrative, organisational, and operational skills.
• Strong attention to detail and the ability to manage multiple priorities simultaneously.
• Confident working with data and preparing accurate daily reports.
• Highly emotionally intelligent, with a collaborative and relationship-focused communication style.
• Proactive and solution-oriented, with the ability to bring answers, recommendations, and solutions rather than simply identifying problems.
• Strong follow-through and accountability.
• Agile and comfortable adapting as priorities and responsibilities shift across multiple facilities.
• Experienced, composed, and trustworthy, with the ability to handle confidential and sensitive matters appropriately.
• Strong written and verbal communication skills.
• Comfortable communicating across WhatsApp, email, telephone, and video.
• Comfortable using ClickUp or a similar task-management platform.
• Strong computer literacy and the ability to learn new systems quickly.