The role: **This role runs the Managing Director’s office and calendar, and independently manages the Registered Office. The MD holds senior roles across a listed hospital group, industry bodies and a charitable foundation, so the work regularly involves government offices and international visitors.

Responsibilities:
*
* **Executive support
- Manage the MD’s calendar, meetings, appointments and priorities across qualified and institutional commitments.
- Plan domestic and international travel, including flights, hotels, ground transport, visas and itineraries.
- Handle reservations, personal bookings and event logistics. Correspondence and Head Office coordination
- Review correspondence received at the Registered Office, including statutory and government notices, and route it to the right Head Office team the same day.
- Track each item until it is closed and escalate approaching deadlines. Protocol and official correspondence
- Draft and format formal letters, invitations, notes and courtesy messages to senior government and institutional recipients, using correct forms of address.
- Coordinate receiving arrangements, gifts and briefings for senior visitors. Government and institutional liaison
- Build working relationships with the offices of government departments, embassies, high commissions, consulates, chambers of commerce and industry bodies.
- Coordinate applications, approvals, permits and submissions, and follow them through to completion.
- Coordinate document certification, notarization, apostille and attestation requirements. International visitors, delegations and events
- Plan the logistics for visiting foreign delegations,



including invitation letters, schedules, travel, meetings and site visits.
- Organise business meetings, receptions, seminars and official functions, including invitation lists, vendors, budgets and post-event follow-up.
- Respond to requests for help from foreign nationals and visitors in India, including those needing medical or emergency assistance, and escalate them promptly to the right authority or contact. Requirements Essential:
- Bachelor’s degree and at least 8 years of experience, including at least 3 years supporting a CEO, MD, promoter or senior public figure.
- Experience running an office independently.
- Excellent written and spoken English, with the ability to draft formal correspondence without supervision.
- Direct experience arranging international travel, visas and multi-party logistics.
- Proficiency in Microsoft 365 or Google Workspace, and comfort with digital filing and AI tools.
- Availability for occasional work outside normal office hours when travel, visitors or urgent matters require it. Preferred:
- Experience with a foreign mission, trade commission, bilateral chamber, international organisation, hospitality protocol team or government office.
- Familiarity with Indian government processes and offices.
- Experience organising formal events and hosting senior dignitaries. Personal attributes:
- Composed and courteous with people at every level, from senior officials to members of the public in difficulty.
- Exercises sound judgement on what to resolve, route or escalate.
- Works independently in a small office and follows every item through to closure.**

📌 Executive Assistant and Office Manager (Mumbai)
🏢 Jupiter Hospital
📍 Mumbai