Personal 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, Whats App messages; maintain contact lists/CRM. Prepare agendas, briefs, and meeting packs; take Mo Ms 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, Mo Us/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; Whats App 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/Whats App 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/Mo Ms; 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.