Executive Assistant

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 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;
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/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.