Personal Secretary

Experience: 3–6 years as PS/EA operations coordinator (startup/healthcare preferred).Qualification: Graduate (any discipline); business/admin background preferred.Location: Pune, IndiaType: Full-time — On-site (6 days/week)Reports to: Founder/CEO (and supports leadership as needed)About ALIVALIV is a regenerative wellness clinic offering targeted IV therapies, PRP/PRFM, and autologous cell–based therapies. We run on strong SOPs, ethical communication, and an exceptional patient journey.Role SummaryHigh-trust, high-ownership role supporting the Founder end-to-end. You will manage calendar, communication, meetings, documentation, follow-ups, travel, and coordination across teams and vendors. You’ll also support basic admin and tracking—no job too small.Core Responsibilities1) Calendar, Priorities & GatekeepingOwn calendar scheduling, re-scheduling, and prioritisation; block focus time.Ensure the Founder’s day runs smoothly: reminders, buffers, location planning.Act as gatekeeper: filter requests, propose priority order, protect time.2) Communication & Follow-upsDraft/review emails, letters, WhatsApp messages, and replies in the Founder’s tone.Maintain contact lists and stakeholder database (partners, vendors, doctors, corporates).Prepare meeting agendas, take MOMs, and ensure action items are closed (daily follow-up).3) Documentation & PresentationsCreate polished documents: proposals, MoUs/NDAs support, reports, checklists, SOP drafts, PPTs.Maintain structured filing: naming conventions, version control, confidentiality.Convert voice notes into crisp documents and briefs.4) Travel, Events & LogisticsPlan travel end-to-end: tickets, hotels, local transport, itineraries, and backups.Support events/talks/webinars: registrations, guest lists, reminders, on-ground coordination.5) Cross-Team Coordination (Internal Ops)Coordinate with clinic teams (front desk, nursing, doctors) for leadership updates and priorities.Coordinate with marketing/PR/agency partners: meeting schedules, approvals, deliverables tracking.Follow up on renewals, AMC dates, vendor SLAs, and critical admin tasks.6) Admin + Basic Accounts SupportTrack Founder’s expenses, reimbursements, bills, and renewals; weekly reconciliation.Collect/verify invoices, share payment trackers with accounts/CA (TDS/GST awareness a plus).Maintain trackers in Excel/Sheets (inventory, procurement follow-ups if needed).7) Confidentiality & ProfessionalismHandle sensitive information discreetly: patients, employees, finances, partnerships.Maintain compliance with clinic privacy norms and internal SOPs.Key DeliverablesDaily priority list + meeting agenda packs.MOMs and action tracker with closure dates.Organised drive structure and documentation system.Weekly dashboard: pending approvals, follow-ups, payments, renewals, key tasks.KPIs (6-Month Probation)Action-item closure rate: ≥90% tasks closed within agreed timelines.Calendar hygiene: zero missed meetings; Response TAT: drafts/replies prepared within SLA (same day for most).Documentation quality: minimal rework; consistent formatting and clarity.Travel/logistics: zero critical misses (tickets, venue, guest coordination).Expense tracking accuracy: ≥98% error-free; weekly reconciliation on time.Stakeholder coordination: meetings + follow-ups completed without escalation.90-Day ExpectationsDays 1–30: Understand Founder’s working style; set up filing + trackers; run calendar and MOMs independently.Days 31–60: Improve cadence and communication quality; manage agency/partner follow-ups reliably.Days 61–90: Operate as a true right-hand—anticipate needs, prevent issues, keep execution tight across teams.RequirementsStrong written and spoken communication: English + Hindi/Marathi.Strong Excel/Google Sheets + docs + PPT skills.Highly organised, proactive, calm under pressure, and discreet.Nice to Have: Basic HR/admin coordination, vendor management, familiarity with Notion/Asana/Trello.share your CV with us at Website:

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