Position Summary
New Leaf Medical Complex is seeking a reliable, organised, discreet, and service-oriented CEO Office Attendant to support the smooth day-to-day operations of the CEO’s Office.
The position combines executive office hospitality, secretarial and administrative support, document management, internal communication, meeting coordination, and operational assistance. The successful candidate must demonstrate professional conduct, excellent follow-up, confidentiality, and the ability to coordinate effectively with the CEO’s Office and other departments.
Candidates with secretarial experience and practical experience supporting executive offices are highly recommended.
Key Responsibilities
1. Executive Office Readiness & Hospitality
- Maintain the cleanliness, organisation, and professional appearance of the CEO’s office, executive reception area, and meeting rooms.
- Prepare and serve refreshments and coordinate meal arrangements for the CEO, visitors, and executive meetings.
- Arrange meeting rooms, including seating, refreshments, documents, and required materials, before meetings and restore them afterwards.
- Welcome visitors and ensure a professional, hospitable executive-office experience.
- Coordinate with Housekeeping, Facilities, and Maintenance to address office readiness and maintenance requirements.
2. Secretarial & Executive Administrative Support
- Provide day-to-day secretarial and administrative assistance to the CEO and Executive Assistants.
- Receive, organise, sort, and route incoming correspondence, documents, and internal communications to the appropriate office personnel.
- Assist with preparing, printing, photocopying, scanning, binding, laminating, and organising official documents and presentations.
- Support meeting preparation, including arranging documents, taking or assisting with meeting notes when assigned, and organising materials.
- Maintain an orderly filing and archiving system to ensure documents are securely stored and easily retrievable.
- Assist with routine follow-up on document delivery, assigned tasks, and administrative requests.
3. Interdepartmental Communication & Coordination
- Serve as a support link between the CEO’s Office and relevant departments for routine document delivery, communication, and logistical coordination.
- Receive and deliver internal messages, letters, reports, and other authorised materials between the CEO’s Office and departments.
- Coordinate with department representatives to facilitate timely submission and collection of documents as instructed.
- Follow up on assigned administrative requests and communicate delays or pending matters to the Executive Assistants.
- Maintain professionalism and accuracy when relaying messages, ensuring that confidential or sensitive information is shared only with authorised recipients.
4. Document Handling & Confidentiality
- Handle official correspondence, reports, files, and other documents with care, accuracy, and discretion.
- Organise, label, file, and maintain physical records and archives according to the office filing system.
- Ensure restricted or sensitive documents are delivered only to authorised personnel and are not left unattended.
- Maintain strict confidentiality regarding executive discussions, documents, visitors, and office activities.
- Report missing, misplaced, or incorrectly routed documents promptly to the appropriate supervisor.
5. Logistics, Errands & Operational Support
- Deliver documents, parcels, office materials, and authorised items between departments.
- Assist with transporting materials to and from the CEO’s Office as required.
- Perform routine internal errands and operational tasks assigned by the CEO or Executive Assistants.
- Coordinate with relevant teams to resolve routine office support and logistical needs.
- Ensure assigned tasks are completed promptly and provide updates when follow-up is required.
6. Office Supplies & Equipment
- Monitor and replenish stationery, printing materials, pantry items, refreshments, and other routine office supplies.
- Keep office equipment and materials organised and ready for use.
- Operate printers, scanners, photocopiers, binding and laminating equipment appropriately.
- Report equipment faults, supply shortages, and maintenance needs to the responsible personnel.
- Obtain approval before major supply replenishment or significant logistical changes.