Executive Secretary to the CEO

Role Overview

Executive Secretary to the CEO at Taiba Hospital. Based at the CEO Office, reporting to and supporting the Chief Executive Officer with calendar management, executive coordination, Board liaison, and confidential personal affairs.

Role Purpose

Provide seamless administrative, scheduling, and executive support to the CEO, ensuring 100% accuracy and reliability in managing commitments, Board coordination, and time-sensitive documentation while maintaining absolute discretion across professional and personal priorities.

Key Responsibilities

Calendar & Schedule Management

• Manage the CEO's calendar with proactive prioritization of high-value appointments
• Issue daily briefings and weekly look-aheads
• Ensure zero missed deadlines for commitments and time-sensitive coordination

Meetings & Executive Support

• Coordinate meetings, develop agendas, and record minutes
• Track action items from executive sessions
• Manage approvals and expense reconciliations

Board & Shareholder Liaison

• Liaise with the Board, Chairman, and Shareholders
• Coordinate Board meetings and prepare Board packs with discretion
• Manage Board documentation with accuracy and timeliness

Communication

• Manage the CEO's inbox and incoming calls
• Draft correspondence and announcements on the CEO's behalf
• Deliver professional, timely communication across all channels

Personal Affairs Management

• Organize the CEO's personal records and household matters
• Coordinate travel arrangements and private engagements
• Handle personal priorities seamlessly alongside professional duties

Qualifications & Experience

• Bachelor's degree in Business Administration or related field
• Minimum 5 years' experience supporting C-level executives
• Ideally experience in a confidential capacity

Skills & Competencies

• Fluent in English and Arabic (spoken and written)
• Tech-fluent and capable of responding across time zones
• Discretion: safeguarding confidential and sensitive information at all times
• Organization: structuring priorities and managing complexity with ease
• Communication: clear, professional, and timely correspondence
• Initiative: anticipating needs before they are raised
• Composure: staying calm, efficient, and solutions-focused under pressure
• Strong judgment and excellent interpersonal skills
• Proactive, discreet, and highly organized
• Composed and effective under pressure

Additional Information

• Personal commitment to health, wellness, and fitness, aligned with the values of the CEO's office
• Job Code: ESC-001
• Grade: A1
• Success measures include zero confidentiality breaches, accurate calendar management with no missed commitments, smooth Board coordination, strong stakeholder relationships, and positive feedback on discretion, professionalism, and responsiveness