Key Roles and Responsibilities

A. Executive and Secretarial Support

- Manage the Vice Chairman's daily calendar, appointments and meeting schedules.
- Coordinate internal and external meetings, conferences and official engagements.
- Screen telephone calls, emails, visitors and correspondence.
- Prepare official letters, emails, presentations, reports and meeting agendas.
- Maintain confidentiality of all sensitive management information.
- Organize travel arrangements, accommodation and official visits.

B. Management Coordination

- Coordinate with CEO, COO, Medical Superintendent, CFO, HR Head and departmental HODs.
- Communicate management instructions to concerned departments.
- Follow up on tasks assigned by the Vice Chairman.
- Monitor pending matters and ensure timely submission of departmental updates.
- Coordinate interdepartmental meetings and management reviews.
- Escalate critical issues requiring the Vice Chairman's attention.

C. Hospital Operations Monitoring

- Coordinate with hospital departments regarding operational matters.
- Obtain periodic updates on:

- OPD and IPD performance.
- Bed occupancy and bed availability.
- Patient admissions and discharges.
- Emergency and ICU operations.
- OT utilization and surgical performance.
- Revenue and collection performance.
- Patient complaints and feedback.
- Doctor availability and consultant engagement.
- NABH quality and patient safety initiatives.

- Bring significant operational issues to the Vice Chairman's attention.
- Follow up on management decisions related to patient care and hospital services.

D.



Meetings and Documentation

- Organize Board Meetings, Management Meetings and Strategic Review Meetings.
- Prepare agendas and collect departmental presentations.
- Record and circulate Minutes of Meetings (MOM).
- Maintain an Action Taken Report (ATR) with responsibility and deadlines.
- Follow up with respective HODs for closure of assigned actions.
- Maintain proper records of important decisions and approvals.

E. Financial and Business Coordination

- Coordinate with the Finance Department for management reports.
- Obtain monthly revenue, expenditure and profitability updates.
- Track CAPEX proposals, purchase approvals and major expenditure requests.
- Coordinate business development, marketing and corporate tie-up updates.
- Follow up on insurance, TPA and corporate client-related management matters.

F. Liaison and Stakeholder Management

- Act as a communication bridge between the Vice Chairman and internal stakeholders.
- Coordinate with doctors, consultants, vendors, corporate clients and government officials as directed.
- Handle VIP visits and special management engagements.
- Maintain professional relationships with external stakeholders.

G. Confidentiality and Compliance

- Maintain confidentiality of patient, employee, financial and management information.
- Ensure proper documentation and secure maintenance of official records.
- Follow hospital policies, applicable statutory requirements and management protocols.
- Handle sensitive matters with discretion and professionalism.

📌 Executive Assistant (Varanasi)
🏢 Popular Medicare
📍 Varanasi