Executive / Personal Secretary to Chief Operating Officer (COO)

Job Title:
Executive / Personal Secretary to Chief Operating Officer (COO) – Hospital

Reporting To:
Chief Operating Officer (COO)

Role Summary:
Provide comprehensive executive and administrative support to the COO in managing day-to-day operations, communication, coordination with internal and external stakeholders, and maintaining hospital data and reports. This role ensures smooth functioning of the COO's office by handling scheduling, documentation, communication, and data tracking activities with confidentiality and accuracy.

Key Responsibilities
Administrative & Secretarial Support

• Manage the COO's calendar — schedule, confirm, and coordinate meetings, appointments, and weekly internal reviews.
• Confirm and follow up on weekly internal meetings that must be attended by the COO.
• Schedule internal meetings with HODs and managers as instructed by the COO.
• Handle internal and external calls, connecting them to the COO as required.
• Prepare, draft, and type letters, official communications, and reports as instructed by the COO.
• Maintain and update filing systems (both physical and electronic) for all correspondence, documents, and approvals.
• Coordinate travel, lodging, and logistics for the COO and visiting delegates.
• Process expense statements, approvals, and reimbursements related to the COO's office.

Data & Report Management

• Maintain daily patient count data based on visits across hospital departments.
• Prepare and maintain month-wise reports of patient referrals by doctors.
• Maintain monthly data on conversions by department, as directed by the COO.
• Prepare periodic operational and performance reports to support decision-making by the COO.
• Track and compile data for management review meetings, ensuring accuracy and timeliness.

Coordination & Communication

• Act as the primary liaison between the COO's office and all internal departments.
• Communicate with HODs and Managers to collect updates, relay instructions, and ensure timely follow-up of pending tasks.
• Coordinate and communicate with other departments regarding any information, data, or updates as directed by the COO.
• Ensure smooth information flow between the COO and all stakeholders — internal teams, management, and external partners.
• Follow up on decisions made in meetings to ensure completion and reporting back to the COO.

Planning & Strategy Support

• Assist the COO in preparing presentations, meeting briefs, reports, and dashboards.
• Support compilation of department-wise KPIs, operational data, and project status reports.
• Track progress of key initiatives or improvement projects and report updates to the COO.

Confidentiality, Governance & Compliance

• Maintain strict confidentiality of all information handled by the COO's office.
• Ensure compliance with hospital's documentation, approval, and data privacy policies.
• Support the COO in preparation of materials for audits, accreditation, or management reviews.

Qualifications & Experience

• Bachelor's degree (in any discipline) — preference for Business Administration, Commerce, or related field.
• 1–3 years of experience as Executive / Personal Secretary, preferably in hospital or corporate healthcare.
• Excellent communication (English, Kannada preferred), documentation, and interpersonal skills.
• Strong computer skills (MS Office – Excel, Word, PowerPoint, Outlook).
• Proven ability to handle confidential information, multitask, and work under pressure.
• Highly organized, detail-oriented, and proactive in anticipating requirements.

Key Performance Indicators (KPIs)

• Accuracy and timeliness of reports and data maintained.
• Meeting schedules, follow-ups, and completion of assigned actions.
• Communication efficiency with HODs, Managers, and other departments.
• Confidentiality and professionalism in handling information.
• COO's satisfaction with administrative and coordination support.

Job Experience:
1 2 3

Job Location:
Rajaji Nagar

No. of vacancies:
1

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