Executive Assistant

This is a fully remote position, open to applicants in South Africa.

📋 Description

• Oversee the management of email triage, calendars, appointments, and scheduling.

• Arrange meetings, reservations, and other necessary arrangements.

• Aid in the completion of forms and fulfill administrative requirements.

• Monitor bills, payments, reminders, and crucial deadlines.

• Handle personal emails and administrative tasks alongside business duties.

• Organize and prioritize competing requests and deadlines efficiently.

• Anticipate needs and take initiative prior to being asked.

• Ensure tasks are followed through to avoid any missed or outstanding items.

• Manage confidential personal and business information with utmost discretion.

• Extract daily statistics from the medical system across multiple facilities.

• Keep track of hospitalizations, admissions, and patient numbers.

• Monitor pending laboratory results and follow up on any outstanding information.

• Oversee staff compliance and identify areas that require attention.

• Compile and distribute clear and accurate daily briefings for facilities.

• Provide timely updates regarding patient numbers, staff status, and hospital transfers.

• Identify missing or incomplete information and follow up with relevant stakeholders.

• Ensure daily reporting is precise, consistent, and delivered on time.

• Appropriately escalate issues and provide clear updates along with recommendations.

• Communicate with facility staff regarding outstanding information, compliance requirements, and necessary follow-ups.

• Engage in communication through WhatsApp, email, telephone, and video conferencing.

• Develop collaborative relationships with stakeholders across various facilities.

• Influence and motivate action without relying on direct authority.

• Follow up diplomatically yet persistently when information or action is needed.

• Keep stakeholders informed to ensure that important matters are not overlooked.

• Manage sensitive situations with professionalism, emotional intelligence, and sound judgment.

⛳️ Requirements

• Significant experience as an Executive Assistant, ideally with considerable personal assistance responsibilities.

• Exceptional administrative, organizational, and operational abilities.

• Strong attention to detail with the capability to manage multiple priorities simultaneously.

• Confidence in working with data and generating accurate daily reports.

• Highly emotionally intelligent, exhibiting a collaborative and relationship-focused communication style.

• Proactive and solution-oriented, able to provide answers, recommendations, and solutions rather than merely identifying problems.

• Strong follow-through and accountability in all tasks.

• Agile and adaptable to shifting priorities and responsibilities across multiple facilities.

• Experienced, composed, and trustworthy, capable of handling confidential and sensitive matters appropriately.

• Excellent written and verbal communication skills.

• Comfortable communicating through WhatsApp, email, telephone, and video.

• Proficient in using ClickUp or a similar task-management platform.

• Strong computer literacy with the ability to quickly learn new systems.

🏝️ Benefits

• Competitive compensation package.

• Opportunities for professional development and growth.

• Dynamic work environment with a collaborative team.