Executive Assistant

About M42 Health

M42 Health offers a comprehensive range of healthcare services, covering all stages from primary care to advanced specialties. Utilizing the latest health technologies and precision medicine, M42 prioritizes effectiveness, efficiency, and patient-centered outcomes. With over 480 facilities across 27 countries and a workforce exceeding 20,000 professionals, M42 stands at the forefront of shaping the future of global healthcare.

Role Overview

M42 Health is looking for a highly organized and proactive Executive Assistant to deliver comprehensive administrative and organizational support to the senior leadership team. This role entails managing intricate calendars, coordinating meetings and appointments, handling correspondence both internal and external, arranging business travel, and facilitating executive engagements. The Executive Assistant will serve as a pivotal liaison between senior management and various stakeholders, ensuring clear communication, confidentiality, and seamless daily operations.

Key Responsibilities

• Maintain and update calendars including meetings, events, interviews, trips, and appointments.
• Screen documents, book meeting rooms, organize conference calls, and handle messages as required.
• Manage incoming and outgoing correspondence, responding to emails not necessitating the line manager’s attention.
• Greet and direct visitors professionally and courteously.
• Facilitate communication between senior management, employees, and external parties, providing support when necessary.
• Follow up with internal and external teams on meetings, tasks, documents, and deadlines to ensure stakeholders are timely informed.
• Attend directed meetings and prepare minutes when required.
• Prepare and update a variety of documents including circulars, communications, reports, drafts, memos, and emails.
• Coordinate detailed travel plans, itineraries, agendas, and compile meeting documents for travel.
• Provide general clerical and administrative support such as mailing, scanning, and photocopying.
• Manage and maintain electronic and physical filing systems.
• Monitor office and IT supplies and place orders as needed in collaboration with relevant departments.
• Prepare expense reports and claims, coordinating with the finance team for billing and follow-up.
• Create and sustain an efficient and secure office environment 365 days a year to support employee productivity.
• Ensure consistent quality and appearance of office spaces including furniture and equipment as per maintenance plans.
• Contribute to a culture of continuous improvement enhancing operational efficiency and effectiveness.
• Proactively identify and manage risks and opportunities, supporting continuous enhancement.
• Align values, strategies, and behaviors to foster coherence within the organization consistent with M42’s values.
• Adopt methods that build trust, strengthen relationships, and improve communication among internal and external stakeholders.
• Provide personalized services tailored to individual needs, promoting engagement and satisfaction through compassionate communication.
• Use evidence-based approaches to drive improvements and create measurable impact.
• Communicate effectively with team members and across functions to ensure smooth operational execution.
• Ensure timely and clear communication of regulatory requirements within the division.

Qualifications and Experience

• Bachelor's degree in Business Administration or an equivalent field.
• Minimum five years of senior administrative assistant experience or at least two years as a personal assistant to a CXO-level executive.
• Strong critical thinking skills with a high degree of confidentiality.
• Excellent verbal and written communication capabilities.
• Analytical and problem-solving abilities.
• Proficiency in Microsoft Office applications.
• Fluency in English, both written and spoken.