Executive Assistant to the Chief Operating Officer

6 days ago

Makati City, National Capital Region, Philippines Kalinga Klinika Full time $80,000 - $120,000 per year

Job Description:

We are seeking a highly organized, proactive, and medically knowledgeable Executive Assistant to support the Chief Operating Officer (COO) of our hospital. The ideal candidate is a licensed medical professional (Doctor or Nurse) with a strong understanding of hospital operations, excellent leadership abilities, and the capacity to oversee and coordinate high-level administrative and operational functions.

This position is a managerial role that not only provides direct executive support but also supervises the flow of information, manages key operational priorities, and ensures smooth collaboration across multiple departments to help achieve the hospital's strategic objectives.

Key Responsibilities:

Executive & Managerial Support

  • Manage and prioritize the COO's calendar, appointments, and high-level engagements.
  • Oversee and coordinate the administrative support functions related to the COO's office.
  • Lead and guide support staff assigned to the COO's projects, ensuring quality and timely outputs.
  • Prepare briefings, agendas, presentations, and analytical reports for strategic decision-making.
  • Represent the COO in select meetings, committees, or task forces when delegated.

Operational Coordination

  • Act as a central liaison between the COO and department heads, medical leaders, and key stakeholders.
  • Monitor and track hospital-wide projects, KPIs, and operational initiatives, ensuring deadlines and standards are met.
  • Provide clinical and operational insights to assist the COO in evaluating policies, protocols, and strategic plans.

Stakeholder Engagement

  • Manage communications and build strong relationships with internal and external stakeholders.
  • Support the preparation of materials for board meetings, senior leadership discussions, government compliance reviews, and industry presentations.

Confidential & Strategic Management

  • Handle sensitive and confidential information with the highest level of integrity.
  • Assist in strategic planning sessions and ensure proper follow-through of decisions and directives.
  • Coordinate audits, compliance checks, and operational assessments in collaboration with other managers.

Additional Duties

  • Perform other related responsibilities and special assignments as may be delegated by the COO to support hospital operations and strategic initiatives.

Qualifications:

  • Licensed Medical Doctor (MD), Registered Nurse (RN) or any related field.
  • Proven leadership or managerial experience in a hospital or healthcare setting.
  • Strong background in healthcare operations, clinical protocols, and administrative management.
  • Excellent organizational, problem-solving, and decision-making skills.
  • Outstanding verbal and written communication abilities.
  • Proficient in Microsoft Office Suite and hospital information systems.
  • Ability to work independently while effectively managing a team.

Preferred Attributes:

  • Experience in C-suite or senior executive support roles.
  • Familiarity with healthcare accreditation standards and hospital governance.
  • High emotional intelligence, diplomacy, and professional presence.
  • Ability to handle high-pressure and rapidly changing situations.

Job Type: Full-time

Benefits:

  • Company events
  • Employee discount
  • Health insurance
  • Life insurance
  • On-site parking
  • Opportunities for promotion
  • Promotion to permanent employee

Ability to commute/relocate:

  • Makati City: Reliably commute or planning to relocate before starting work (Preferred)

Education:

  • Master's (Preferred)

Willingness to travel:

  • 25% (Preferred)

Work Location: In person

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