Personal Secretary

3 days ago

Pune, India ALIV - Regenerative Wellness Full time

Job Description: EA/Personal Secretary to Founder/CEO Location: 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-upsOwn 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 & LogisticsPlan end-to-end travel (flights/visas/hotels/local transport); create itineraries.Manage event registrations, invites, RSVPs, and on-ground logistics.3) Documentation & PresentationsDraft letters, proposals, MoUs/NDAs, reports, and polished PPTs.Maintain organised digital filing and version control; handle sensitive documents discreetly.4) Stakeholder & Office CoordinationLiaise with doctors, patients (as guided), partners, vendors, and agencies.Coordinate courier/supplies, housekeeping, repairs/AMCs, and front-desk support when needed.5) Admin & Accounts AssistanceTrack 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 SupportAssist 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 & ConfidentialityUphold patient privacy, data protection, POSH norms, and clinic SOPs at all times.QualificationsGraduate (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 & TraitsOwnership 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.KPIsCalendar 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 Outcomes30 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 HoursOn-site at the Pune clinic; standard hours with flexibility for early/late meetings or events when needed.

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