Personal Secretary

Job Description: EA/Personal Secretary to Founder/CEOLocation: Pune, India Type: Full-time — On-siteReports to: Founder/CEORole SummaryBe 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 Responsibilities1) 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.

Apply Now