Executive Assistant

Maxivision Eye Hospital; Mumbai; On-site; INR 200,000 - 320,000; Full time

Job summary

Maxivision Eye Hospital in Mumbai is seeking an experienced Administrative Support professional to manage executives' calendars, plan travel, and prepare communications. The role requires coordinating between clinical, admin, HR, and finance teams, and supporting daily hospital operations.

The ideal candidate has strong MS Office skills, excellent written and verbal communication, and a proven ability to handle confidential information in a fast-paced healthcare environment.

Qualifications

• 05 years of experience in administration, coordination, or executive assistant roles.
• Freshers with excellent communication and organizational skills are encouraged to apply.
• Prior experience in healthcare or hospital administration is an added advantage.
• Bachelor's degree in any discipline preferred; health sector exposure a plus.

Responsibilities

• Maintain executive calendars, schedule appointments, and coordinate meetings.
• Assist with travel planning, itineraries, and logistical arrangements.
• Prepare meeting notes, presentations, reports, and daily communication materials.
• Act as a liaison between the executive office and internal departments (clinical, nursing, admin, HR, finance, etc.).
• Draft and manage emails, letters, and internal communication on behalf of the management.
• Follow up on pending tasks, project timelines, and action items.
• Assist with daily hospital administrative operations as guided by senior management.
• Coordinate hospital events, audits, team meetings, and review sessions.
• Maintain proper documentation, MIS reports, and data sheets required for executive review.
• Coordinate with doctors, clinical staff, and front-office teams for schedule alignment and operational updates.
• Assist in patient-related escalations or follow-ups when required.
• Ensure adherence to hospital SOPs and compliance practices in all documentation and interactions.

Skills

Communication

MS Office

Discretion

Attention to detail

Time management

Professionalism

Education

Bachelor's degree in any discipline

Certifications in office administration or executive support

Tools

MS Office Suite

Job description

Key Responsibilities

Administrative Support

• Maintain executive calendars, schedule appointments, and coordinate meetings.
• Assist with travel planning, itineraries, and logistical arrangements.
• Prepare meeting notes, presentations, reports, and daily communication materials.

Coordination & Communication

• Act as a liaison between the executive office and internal departments (clinical, nursing, admin, HR, finance, etc.).
• Draft and manage emails, letters, and internal communication on behalf of the management.
• Follow up on pending tasks, project timelines, and action items.

Operational Assistance

• Assist with daily hospital administrative operations as guided by senior management.
• Coordinate hospital events, audits, team meetings, and review sessions.
• Maintain proper documentation, MIS reports, and data sheets required for executive review.

Documentation & Reporting

• Maintain both digital and physical filing systems.
• Support preparation of monthly reports, operational dashboards, and performance summaries.

Hospital-Specific Responsibilities

• Coordinate with doctors, clinical staff, and front-office teams for schedule alignment and operational updates.
• Assist in patient-related escalations or follow-ups when required.
• Ensure adherence to hospital SOPs and compliance practices in all documentation and interactions.

Qualifications

Education

• Bachelors degree in any discipline (Business Administration/Healthcare/Management preferred).
• Additional certifications in office administration or executive support are a plus.

Experience

• 05 years of experience in administration, coordination, or executive assistant roles.
• Freshers with excellent communication and organizational skills are encouraged to apply.
• Prior experience in healthcare or hospital administration is an added advantage.

Key Skills & Competencies

• Strong written and verbal communication skills (English & Tamil preferred).
• Excellent organizational and multitasking abilities.
• Proficiency in MS Office (Excel, Word, PowerPoint) and email tools.
• Ability to handle confidential information with discretion.
• High level of professionalism, patience, and attention to detail.
• Ability to work in a fast-paced hospital environment with minimal supervision.

Working Conditions

• On-site role at Ojas Maxivision Eye Hospital, Mumbai
• May require occasional extended hours based on operational needs.