Personal SecretaryALIV - Regenerative Wellness • Pune, Maharashtra, India
Personal Secretary
ALIV - Regenerative Wellness • Pune, Maharashtra, India
30+ days ago
Job descriptionPlan end-to-end travel (flights / visas / hotels / local transport); create itineraries. Manage event registrations, invites, RSVPs, and on-ground logistics. Draft letters, proposals, MoUs / NDAs, reports, and polished PPTs. Maintain organised digital filing and version control; handle sensitive documents discreetly. Liaise with doctors, patients (as guided), partners, vendors, and agencies. Coordinate courier / supplies, housekeeping, repairs / AMCs, and front-desk support when needed. 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). 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. Uphold patient privacy, data protection, POSH norms, and clinic SOPs at all times. 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). 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. 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. 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. On-site at the Pune clinic; standard hours with flexibility for early / late meetings or events when needed.
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
3) Documentation & Presentations
4) Stakeholder & Office Coordination
5) Admin & Accounts Assistance
6) Events & On-ground Support
7) Compliance & Confidentiality
Qualifications
Skills & Traits
KPIs
90-Day Outcomes
Work Hours
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Personal Secretary • Pune, Maharashtra, India
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