Executive Assistant

ALIV - Regenerative Wellness; Pune District; On-site; INR 600,000 - 900,000; Full time

Job summary

ALIV - Regenerative Wellness in Pune is seeking an experienced Executive Assistant/Personal Secretary to support the Founder/CEO. The role involves managing schedules, travel, and key communications while maintaining confidentiality and organisational workflow.

You will draft documents, coordinate across vendors and teams, and prepare meeting packs with MoMs. This on-site position requires strong English and local language skills (Hindi/Marathi) and proficiency in MS Office and expense tools.

Qualifications

• Graduate (any discipline) with 3–6 years in Personal Secretary/EA/Office Admin.
• Excellent written and verbal English; Hindi/Marathi proficiency.
• Proficient in MS Office and calendar tools; WhatsApp Business experience.

Responsibilities

• Manage Founder’s calendar, emails, and travel plans.
• Coordinate across teams, vendors, and events.
• Draft letters, proposals, and meeting packs.
• Prepare MoMs and track action items to closure.
• Handle confidential matters with discretion.
• Maintain filing and version control; support admin tasks.

Skills

MS Office

Calendar management

Communication

Discretion

Education

Graduate degree

Tools

Tally

Zoho Books

Sheets

Job description

Job Description: EA/Personal Secretary to Founder/CEO -- Healthcare Industry

Location: Pune, IndiaType: Full-time — On-site

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, WhatsApp 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; WhatsApp 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/WhatsApp 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.