Description

Job Description

Department

Dallah Clinics

Reporting to

Clinics Executive Director

Job Purpose

To provide high-level executive secretarial support to senior leadership at Dallah Clinics, ensuring efficient and professional handling of administrative tasks, scheduling, communication, and coordination to support clinical and operational excellence.

Roles and Responsibilities

Organizational Accountabilities:

• Ensure work is performed based on approved policies, processes, procedures, and instructions
• Identify opportunities for continuous improvement of systems, processes and practices taking into account leading practices, cost reduction and productivity improvement
• Ensure day-to-day activities are properly performed in line with policies and procedures
• Follow-up on escalated cases/issues of subordinates to ensure they are closed efficiently and in a timely manner

Functional Accountabilities:

• Manage calendars, schedule appointments and meetings, and send timely reminders.
• Arrange travel and logistics for internal and external engagements.
• Draft, edit, and format official correspondence, letters, memos, and reports in Arabic and English.
• Maintain confidentiality and handle sensitive documents appropriately.
• Prepare agendas, presentations, and meeting materials.
• Screen and route phone calls and emails; respond or escalate as needed.
• Welcome visitors, manage inquiries, and ensure professional representation.
• Organize meetings and events, including logistics, invitations, minutes, and follow-up on action items.
• Maintain database of decisions and tasks from executive meetings.
• Create and manage efficient filing systems (electronic and physical).
• Handle mailing, office supplies, and general administrative workflows.
• Assist in implementing departmental policies and procedures (e.g. safety, quality, privacy).
• Participate in data collection and performance indicator tracking. SabbarSabbar+2Sabbar+2Saudi Jobs Today+2
• Undertake tasks as assigned by executive leadership, such as preparing briefs, following up tasks, or coordinating inter-departmental communications.

Job Qualifications and Requirements

Knowledge and Experience

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Familiarity with healthcare environment and standards; experience at Dallah Healthcare or similar preferred

Education and Certifications

• Bachelor’s degree (Business Administration, Secretarial Sciences, Healthcare Administration, or related field preferred)
• Minimum of 2 years of experience in an executive secretarial or administrative role, preferably in healthcare

Skills

• Fluent written and spoken Arabic and English
• Excellent time-management, organization, and multitasking skills
• High level of discretion, confidentiality, and professionalism
• Strong interpersonal and communication abilities
• Meticulous attention to detail and accuracy
• Ability to handle pressure, manage deadlines, and adapt to changing priorities

Attitude

• Strong Work Ethic
• Dependability and Responsibility
• Possessing a Positive Attitude
• Adaptability
• Honesty and Integrity
• Self-Motivated
• Motivated to Grow and Learn
• Strong Self-Confidence

Conditions

• This job description will become effective from the date signed by the employee.
• This job description shall be subject to periodic review and may be changed at any time, in consultation with the employee.