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Position Title:
Executive Assistant (Medical)


Reports to:

Country/Business Unit:



  • Assist the Stakeholders with daily administrative duties and complete a broad variety of administrative tasks that include managing an active calendar of appointments; composing and preparing correspondence
  • Process Medicare claims and complete file/medical records transfer with confidentiality
  • Compile meeting agenda items and documentation of minutes and action plans using intended software applications as anticipated
  • Arrange conference travel plans, itineraries are anticipated
  • Set up sessions in Best Practice as per rosters and edit as required
  • Receipt remittance advice received
  • Chase Debtors using Debtors software application
  • Assist with New Staff and Doctor commencement
  • Communicate with the general staff on the Stakeholders’ behalf and coordinate logistics with high-level meetings both internally and externally,
    • Organize meetings – Conference room hire,
    • Liaise with SLT and TMG to confirm and coordinate the meeting Agenda,
    • Prepare financial reports and analyses using software applications in which training will be provided
  • Communicate directly and in behalf of Stakeholders with Board members, donors, foundation staff, and others on matters related to programmatic initiatives as directed, assist in preparing tender documents and reports using patient data for submissions, running supplied SQL queries as required to produce reports according to formats requested
  • Conduct research on prospective corporate and foundation donors to identify and evaluate current needs and assemble materials needed for the proposals.
  • Analyze business data using SQL queries and research using clinical audit tools and compilation of reports accordingly
  • Draft reports, letters of solicitation, proposals; prepare and coordinate oral and written communication with donors and prospects.
  • Offer end-to-end coordination and assistance of applications to Medicare, Department of Immigration and Border Protection, Australian Health Practitioners Regulation Agency (AHPRA), State Department of Health – e.g., Area of Need submissions, draft documentation of Learning activities such as RCTI submissions for EVGPT
  • Support Stakeholders in their external commitments related to Smart Logistics, including service on external boards, committees and other groups. Liaison with internal subcommittees – CEO and BDM and Clinical Nurse Liaison, MD and PM and Operational Nurse Liaison
  • Process Stakeholders’ memberships with other organizations
  • Administratively support stakeholders (recruiting support, documents formatting, surveys set up and other administrative tasks), draft emails and other Smart Logistics correspondence as directed.
  • Serve as the stakeholder’s administrative liaison to activities, which include;
    • processing administrative requests; and
    • compiling, assembling, and distributing Research and
    • coordinating with third-party Suppliers and affiliated Companies.
  • Coordinate Executive, Finance, Governance & Nominating, and Audit Committee meetings
  • Maintain confidential files and contact information;
  • Coordinate meetings, conferences, and committees both on and off-site to support the stakeholder’s agenda
  • The position reports to the stakeholders and works strictly and exclusively with stakeholder
  • Works directly with the Board Executive and Finance Committees if required
  • Works directly with senior-level staff and HR both internally and externally if required

Minimum Qualifications:

Required Education:

  • Bachelor’s degree or equivalent experience with medical/social sciences background and an interest in national and global issues

Required Experience:

  • 4 to 8 years providing support for upper-level management in a related organization (i.e., marketing and research, social media, supply chain logistics, advertising exposure
  • Previous experience working with development and fundraising programs to increase donor contributions and funding sources

Key Competencies:        

  • Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
  • Answer customer support inquiries via chat, email, and telephone
  • Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners, and donors
  • Proficiency in Windows, including MS Word, EXCEL and PowerPoint; fund-raising data management systems knowledge helpful
  • Ability to learn new software
  • Ability to conduct research and present data in a succinct and well-written manner
  • Ability to work independently and with professional discretion
  • Excellent writing, editing, grammatical, organizational, and research skills
  • Ability to work with a broad range of people
  • Knowledge of other languages and international customs an asset; sound knowledge and verbal and written skills in English is mandatory
  • Excellent management, time-management, and problem-solving skills

Additional Details:

  • Location: Boni, Mandaluyong
  • Shift: Day-Shift
  • Salary: 20k to 40k Monthly Salary

Please send your resume to

Contact us: (02) 3491 – 7325

Or visit us in one of our Offices:

Ortigas Branch: 11/F Wynsum Corporate Plaza, #22 F. Ortigas Jr. Road Ortigas Center, Pasig City Philippines

Mandaluyong Branch: 20th Flr Robinsons Cybergate 3, Pioneer St., Mandaluyong

BGC Branch: Unit 1504 Ecotower Building, 32nd Street corner 9th Avenue Bonifacio Global City, Taguig City Philippines

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