Key Duties & Responsibilities:

- Executive Support – Provide day-to-day administrative and secretarial support to the CEO, directors, and senior management.
- Schedule Management – Organize and maintain management calendars, appointments, meetings, interviews, events, business visits, and other official commitments.
- Meeting Coordination – Schedule meetings, prepare agendas, arrange required documents, record minutes, and follow up on decisions and assigned action points.
- Communication Management – Professionally handle official telephone calls, emails, WhatsApp messages, letters, invitations, and other business correspondence as authorized.
- Visitor Management – Coordinate appointments and professionally receive corporate representatives, clients, investors, vendors, candidates, and other official visitors.
- Document Preparation – Prepare and format official letters, reports, proposals, presentations, meeting notes, notices, agreements, and other management documents.
- Confidential Documentation – Maintain management files and sensitive documents securely and ensure confidential information is accessible only to authorized persons.
- Travel Arrangements – Coordinate approved flight bookings, accommodation, transportation, itineraries, meeting schedules, and other business travel requirements.
- Reminder & Follow-Up Management – Maintain reminders for important meetings, deadlines, renewals, payments, submissions, events, and management commitments.
- Department Coordination – Act as an authorized communication link between management and HR, Accounts, Marketing, Psychology, Operations, Front Office, and branch teams.




- Task Follow-Up – Track tasks assigned by management to different departments and provide status updates regarding completed, pending, and delayed work.
- Email & Correspondence Management – Organize incoming and outgoing correspondence, identify priority communications, and prepare appropriate responses or drafts for management approval.
- Record Management – Maintain organized physical and digital records of meetings, correspondence, contracts, reports, contact information, and other administrative documents.
- Corporate Coordination – Assist with communication and scheduling involving corporate clients, hospitals, institutions, colleges, government departments, business partners, and other organizations.
- Event & Program Coordination – Support management with arrangements for inaugurations, corporate programs, conferences, counselling camps, workshops, awareness programs, and official functions.
- Management Reporting – Prepare daily or weekly summaries of important appointments, pending decisions, follow-ups, meetings, communications, and priority tasks.
- Office Administration – Coordinate administrative requirements such as meeting rooms, stationery, courier services, documentation, printing, and other office arrangements when required.




- Professional Representation – Communicate professionally on behalf of management when specifically authorized, without making unauthorized commitments or decisions.
- Confidentiality – Maintain strict confidentiality regarding management discussions, financial information, employee matters, corporate agreements, client/patient information, passwords, business strategies, and other sensitive information.
- Data & Information Accuracy – Verify names, dates, figures, contact details, schedules, and other important information before submitting documents or communications.
- Priority Management – Identify urgent matters and ensure important communications, appointments, and management instructions receive timely attention.
- Coordination With CEO – Keep the CEO informed about key calls, meetings, visitors, deadlines, pending approvals, and operational matters requiring attention.
- Professional Conduct – Maintain excellent punctuality, grooming, communication, discretion, integrity, discipline, and professional behaviour.
- Additional Responsibilities – Perform other reasonable secretarial, administrative, coordination, and executive-support duties assigned by the CEO or Management.

Key Skills Required: Excellent English and Malayalam communication, professional correspondence, MS Office/Google Workspace skills, calendar and meeting management, documentation, organization, multitasking, confidentiality, time management, interpersonal skills, attention to detail, and the ability to work closely with senior management. Pay: ₹15,000.00 - ₹25,000.00 per month

Work Location: In person

📌 Secretary (Kozhikode)
🏢 hugcare health private
📍 Kozhikode