Personal SecretaryALIV - Regenerative Wellness • Pune, Maharashtra, India

Personal Secretary

ALIV - Regenerative Wellness • Pune, Maharashtra, India

30+ days ago

Job description

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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Personal Secretary • Pune, Maharashtra, India

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