The Operations Executive Assistant provides administrative and operational support to the Chief Operating Officer (COO), Hospital Administrator, and senior management to ensure smooth day-to-day hospital operations. The role involves coordinating departmental activities, preparing reports, monitoring operational performance, following up on action items, maintaining documentation, scheduling meetings, and ensuring timely implementation of management decisions while supporting NABH compliance and quality initiatives.
Key Responsibilities
Executive Support
Manage the calendar, appointments, and meetings of the COO/Hospital Administrator.
Screen and prioritize emails, calls, and correspondence.
Prepare meeting agendas, presentations, and minutes of meetings (MOM).
Follow up on action points with department heads.
Coordinate travel and official appointments, if required.
Operational Coordination
Coordinate with all clinical and non-clinical departments.
Monitor daily hospital operational activities.
Track departmental performance and service delivery.
Ensure timely execution of management directives.
Assist in resolving operational issues.
Documentation & Reporting
Prepare daily, weekly, and monthly operational reports.
Compile departmental performance reports and dashboards.
Maintain operational records, policies, SOPs, and circulars.
Draft official letters, notices, and internal communications.
Maintain confidentiality of executive documents.
Meeting & Committee Coordination
Schedule management and departmental meetings.
Prepare and circulate agendas.
Record Minutes of Meetings (MOM).
Track compliance with decisions taken during meetings.
Coordinate committee meetings and documentation.
NABH & Quality Support
Assist in implementing NABH standards across departments.
Coordinate documentation required for audits and inspections.
Maintain records related to quality indicators and compliance.