Personal Secretary

1 day ago

Pune, Maharashtra, India ALIV - Regenerative Wellness Full time

Job Description: EA/Personal Secretary to Founder/CEO

Location:
Pune, India 
Type:
Full-time — On-site

Reports to:
Founder/CEO

Role Summary

Be 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 Responsibilities

1) 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.

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