Administrative Assistant - Hospital Operations

About the role

The Administrative Assistant provides day-to-day administrative and clerical support to ensure the efficient operation of the Eye Center of Excellence. The role assists management, staff and visitors by handling office tasks, managing communications, organizing schedules, supporting hospital operations and overseeing outsourced service providers with professionalism and confidentiality.

Key responsibilities

• Manage correspondence (letters, emails, phone calls) and respond to inquiries promptly.
• Draft, type and format official documents, reports and meeting minutes.
• Maintain digital and physical filing systems and support the preparation of presentations and reports for management.
• Maintain office supplies and equipment, schedule meetings and appointments, and help organize workshops, training sessions and conferences.
• Welcome and guide patients, visitors and partners.
• Monitor outsourced services such as cleaning, catering and security, ensure SLAs are met, liaise with vendors and support contract management and performance reviews.
• Assist with invoices, purchase requisitions and petty cash, and support HR with attendance, leave records and onboarding.
• Prepare administrative and service performance reports and liaise with departments to coordinate hospital services.

Required profile

• Bachelor's degree in Administration, Office Management, Business or a related field.
• Minimum of 1-3 years of administrative support experience; healthcare or NGO experience preferred.
• Experience supervising outsourced services is an added advantage.
• Fluency in English and Kinyarwanda; French is an advantage.

Required skills

• Strong computer skills with MS Office (Word, Excel, PowerPoint, Outlook).
• Organizational, communication and multitasking skills.
• Confidentiality, attention to detail and flexibility.