Male Secretary

Kauvery hospital launched its first hospital more than two decades ago, the founders of Kauvery Hospital have been determined on creating world class healthcare facilities that shall be affordable. The founding doctors set off on this dream in 1999 with a 30-bed hospital in Trichy, with single-minded focus on offering ‘best-in-class healthcare, with a personal touch.’ This was a very new concept in a tier 2 city like Trichy which lacked a tertiary care hospital at the time. Today, Kauvery is a multi-specialty hospital chain with 2250+ beds in six locations including Trichy, Chennai, Salem, Hosur, Tirunelveli and Bengaluru. With twelve hospitals and a workforce of over 8000+ Kauvery’s mission is to provide exemplary secondary and tertiary care.

* Vision - To be the most respected and trusted healthcare provider

* Mission - To make great healthcare affordable

* Values - CHEERS

JOB DESCRIPTION

The Male Secretary to the Executive Director will provide high-level administrative support to ensure the efficient operation of the Executive Director's office. This role involves handling confidential information, managing the Executive Director's schedule, and coordinating communication with various departments within the hospital. The ideal candidate will demonstrate excellent organizational, communication, and interpersonal skills, along with the ability to work independently and handle multiple tasks effectively.

Key Responsibilities:

• Calendar & Schedule Management:
• Maintain and manage the Executive Director’s calendar, schedule meetings, and organize appointments.
• Ensure that the Executive Director is aware of upcoming commitments and responsibilities.
• Communication & Correspondence:
• Act as the point of contact between the Executive Director and internal/external stakeholders.
• Screen, prioritize, and manage incoming calls, emails, and correspondence, responding where appropriate.
• Draft and proofread reports, memos, emails, and other documents for the Executive Director.
• Meeting Coordination:
• Prepare agendas, take minutes, and distribute notes for various meetings led by the Executive Director.
• Ensure proper follow-up on action items and facilitate communication between the Executive Director and relevant departments.
• Travel & Logistics:
• Arrange travel, accommodations, and logistics for the Executive Director for both local and international trips.
• Prepare and maintain expense reports, ensuring compliance with hospital policies.
• Confidentiality & Document Management:
• Maintain strict confidentiality of sensitive information related to hospital operations and patient information.
• Organize and maintain electronic and physical files, ensuring secure storage of all critical documents.
• Office Coordination & Management:
• Coordinate with other departments to ensure the smooth flow of information and alignment on key objectives.
• Handle administrative requests and queries from senior managers and other stakeholders.

Qualifications:

• Education: Bachelor’s degree in Business Administration, Secretarial Studies, or a related field.
• Experience: Minimum of 3-5 years of experience in a similar role, preferably in the hospital or healthcare sector.
• Skills:
• Excellent verbal and written communication skills.
• Strong organizational skills with an ability to manage multiple priorities.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).
• Familiarity with healthcare terminologies and hospital administration is a plus.
• Attributes:
• Professional appearance and demeanor, with the ability to represent the Executive Director’s office effectively.
• High level of discretion and commitment to confidentiality.

Key Competencies:

• Attention to Detail: Ensures accuracy in all communications and documentation.
• Time Management: Ability to manage tasks within given timelines and handle pressure.
• Interpersonal Skills: Strong ability to interact professionally with individuals at all levels.
• Adaptability: Flexibility to accommodate last-minute changes or urgent requests from the Executive Director.