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Personal Secretary
Personal SecretaryALIV - Regenerative Wellness • Pune, Republic Of India, IN
Personal Secretary

Personal Secretary

ALIV - Regenerative Wellness • Pune, Republic Of India, IN
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 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.

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    Personal Secretary • Pune, Republic Of India, IN

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