Executive Secretary

Job Description: EA/Personal Secretary to Founder/CEO -- Healthcare Industry

Location: Pune, India Type: Full-time — On-site

Reports to: Founder/CEO

Role Summary

Be the Founder's right hand. Manage calendars, communication, travel, meetings, documentation, and follow-ups. Coordinate across teams and vendors, handle confidential matters, and pick up any task—no job too small.

Key Responsibilities

1) Calendar, Communication & Follow-ups

• Own the Founder's calendar; prioritise meetings and block focus time.
• Draft/review emails, letters, WhatsApp messages; maintain contact lists/CRM.
• Prepare agendas, briefs, and meeting packs; take MoMs and track action items to closure.

2) Travel & Logistics

• Plan end-to-end travel (flights/visas/hotels/local transport); create itineraries.
• Manage event registrations, invites, RSVPs, and on-ground logistics.

3) Documentation & Presentations

• Draft letters, proposals, MoUs/NDAs, reports, and polished PPTs.
• Maintain organised digital filing and version control; handle sensitive documents discreetly.

4) Stakeholder & Office Coordination

• Liaise with doctors, patients (as guided), partners, vendors, and agencies.
• Coordinate courier/supplies, housekeeping, repairs/AMCs, and front-desk support when needed.

5) Admin & Accounts Assistance

• Track expenses, reimbursements, petty cash, bill payments, and renewals; reconcile weekly.
• Collect/verify vendor invoices; prepare payment sheets; coordinate with Accounts/CA (TDS/GST basics).

6) Events & On-ground Support

• Assist with talks, screenings, webinars, clinic events: checklists, kits, guest handling, feedback collation.
• Capture basic content (photos/short clips) for internal/PR use, as required.

7) Compliance & Confidentiality

• Uphold patient privacy, data protection, POSH norms, and clinic SOPs at all times.

Qualifications

• Graduate (any discipline); Commerce/Business/Administration preferred.
• 3–6 years as Personal Secretary/EA/Office Admin (healthcare/hospital/startup preferred).
• Excellent written & verbal communication: English + Hindi/Marathi.
• Strong MS Office/Google Workspace; calendar tools; WhatsApp Business.
• Basic comfort with Tally/Zoho Books/Sheets for expenses (or willingness to learn).

Skills & Traits

• Ownership mindset, proactive, detail-oriented, and highly organised.
• Polished, presentable, calm under pressure; strong gatekeeping and follow-through.
• Discretion with sensitive information; quick learner with Pune local know-how.

KPIs

• Calendar adherence and meeting prep accuracy.
• Email/WhatsApp response TAT and action-item closure rate.
• Zero-error travel/logistics execution.
• Documentation quality and filing discipline.
• Expense/reimbursement TAT and reconciliation accuracy.

90-Day Outcomes

• 30 days: Clean calendar, contact/CRM hygiene, travel & expense SOPs in place.
• 60 days: Standardised meeting packs/MoMs; vendor/AMC tracker live; zero missed follow-ups.
• 90 days: Founder time saved (≥10%), predictable weekly rhythm, audit-ready docs and dashboards.

Work Hours

• On-site at the Pune clinic; standard hours with flexibility for early/late meetings or events when needed.