We are looking for EXECUTIVE ASSISTANT for 'A Leading Hospital in UAE.

Government Support:

1 Checking, cross-referencing Government/ local support.
2 Including these bodies in marketing as and when required
Financial Support
3 Supporting and reviewing budgets on periodical basis
4 Regularly updating the management about various developments
Conference Support
5 Checking details related to venue. (Location, contracts, timing, tech & non tech details)
6 Checking pricing, other expenditures and negotiating if required
7 Follow-up individuals and team members regarding all forms of conference materials (Signs, books, badges, marketing materials etc.).
8 Supporting Audio/Video details
9 Following up with team members (Tech & non tech)
Marketing
10 Checking and reviewing website’s marketing materials
11 Reviewing marketing materials
12 Reviewing social media marketing materials
13 Updating databases as required
14 Contacting partner organizations
15 Reviewing media partnerships
16 Updating the management about updates on a periodical basis

Sponsorship and Exhibitions

17 Reviewing brochures
18 Following up with team members (Tech & non tech)
19 Follow-up on the financial/ budgeting details
20 Follow up with the distribution and marketing team
Registration Support
21 Reviewing registration forms and fees
22 Checking the functionality of online registration system and website
23 Assisting the IT department
Scientific & Social Support
24 Reviewing scientific programs and reporting if required
25 Follow-up with accreditation, HAAD, MOH and DHA document
26 Keeping up with venues details, contracts and other relevant aspects
Speaker Support
27 Manage the flow of information to speakers, participants and members of the executive leadership team
28 Summarize reports and memos that are received before passing the information on to the people they assist
29 Supporting speakers and committee members
30 Making sure of visa, accommodation, transportation and other relevant details of speakers and committee members
31 Follow-up to minimize any inconvenience or delays
32 Managing correspondences when required
33 Updating the management of these details
Associations
34 Making sure and following up on the invitations to societies
35 Making sure of visa, accommodation, transportation and other relevant details of speakers and committee members
Office Support
36 Represents the Director by welcoming visitors, reviewing correspondence; arranging company dinners and other corporate functions
37 Answering questions and meeting requests directed to the Management
38 Overseeing the work of clerical and other administrative employees
39 Making sure that everything is in place for the office to function smoothly
40 Preparing and formatting information for internal and external distribution
41 Writing letters and memos, compiling data for reports, creating computerized presentations, writing reports, transcribing dictation, editing, proofreading and other information preparation duties.
42 Maintaining company records
43 Creates reports that identify areas of concern the executive may need to focus on
44 Assist, guide and support patients and clients
45 Attend Meetings, conference; Assist and support as and when required.
46 Attending clinic, sessions, monitoring patients related details, record, review and reporting on a regular basis
Onsite Planning & Management
47 Review onsite work plan for patients, clients and staff
48 Assist; provide support in interviews and other HR related activities
49 Checking and assisting various activities related to venue(Staff, timing, arrangements and materials related)
Conference Closure
50 Follow up details regarding projects
51 Assist and file details related to Conference
52 Reporting & updating the management when required Other Duties
53 Publishes the corporate newsletter by gathering information; preparing and editing articles; designing graphic presentation; producing and distributing
54 Arrange corporate travel and meetings by developing itineraries and agendas; scheduling the airlines; booking other transportation; arranging lodging and meeting accommodations
55 Completes projects and special assignments by establishing objectives; determining priorities; managing time; gaining cooperation of others; monitoring progress; problem-solving; making adjustments to plans
56 Updates job knowledge by participating in educational opportunities; reading professional publications; maintaining personal networks; participating in professional organizations
57 Improves quality results by studying, evaluating, and re-designing processes; implementing changes
58 Enhances president's and corporation's reputation by accepting ownership for accomplishing new and different requests; exploring opportunities to add value to job accomplishments