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 andblock 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 Punelocal 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.
