Job Description
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.
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.
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