Personal SecretaryALIV - Regenerative Wellness • Pune, Republic Of India, IN
Personal Secretary
ALIV - Regenerative Wellness • Pune, Republic Of India, IN
30+ days ago
Job descriptionDraft / review emails, letters, WhatsApp messages; Prepare agendas, briefs, and meeting packs; Plan end-to-end travel (flights / visas / hotels / local transport); 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; 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; Collect / verify vendor invoices; prepare payment sheets; 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); 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; 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; Discretion with sensitive information; 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; 90 days : Founder time saved (≥10%), predictable weekly rhythm, audit-ready docs and dashboards. On-site at the Pune clinic;
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.
maintain contact lists / CRM.
take MoMs and track action items to closure.
2) Travel & Logistics
create itineraries.
3) Documentation & Presentations
handle sensitive documents discreetly.
4) Stakeholder & Office Coordination
5) Admin & Accounts Assistance
reconcile weekly.
coordinate with Accounts / CA (TDS / GST basics).
6) Events & On-ground Support
7) Compliance & Confidentiality
Qualifications
Commerce / Business / Administration preferred.
WhatsApp Business.
Skills & Traits
strong gatekeeping and follow-through.
quick learner with Punelocal know-how.
KPIs
90-Day Outcomes
zero missed follow-ups.
Work Hours
standard hours with flexibility for early / late meetings or events when needed.
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Personal Secretary • Pune, Republic Of India, IN
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