Job Description: EA/Personal Secretary to Founder/CEO Healthcare Industry Location: Pune, India Type: Full-time — In office 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, Whats

App 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; Whats

App 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/Whats

App 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.

📌 Personal Secretary (India)
🏢 ALIV - Regenerative Wellness
📍 India