Executive Secretary

Virgil Healthcare; Visakhapatnam; On-site; INR 600,000 - 1,000,000; Full time

Job summary

Virgil Healthcare is seeking a proactive Executive Assistant to the CEO to manage calendars, travel, and briefing materials in a fast-paced environment. You will coordinate with senior stakeholders and ensure precise scheduling across multiple time zones, handling confidential information and creating board-ready presentations.

The role also covers coordination of travel and itineraries, vendor management, and cross-functional support with Finance, Legal, and HR to ensure timely deliverables and

Responsibilities

• Manage the CEO's calendar across time zones and coordinate end-to-end travel logistics.
• Draft, review and finalize high-quality correspondence for the CEO, including board communications and investor updates, using refined English; prepare board-ready materials.
• Act as the first point of contact for senior stakeholders, investors, and partners, coordinating meetings and maintaining the stakeholder registry.
• Handle confidential information with strict governance, secure storage, retrieval, and archiving of CEO-level records.
• Oversee Administrative & Operational Support: vendor coordination, approvals, expenses, and cross-team coordination with Finance, Legal, and HR.
• Organize CEO-level events, VIP guest management, pacing of meetings, and representation at inter-departmental coordination meetings.

Tools

MS PowerPoint

MS Word

MS Excel

Job description

Role & responsibilities

• Executive Office Management Manage the CEO's calendar with precision scheduling, prioritizing, and rescheduling meetings, calls, and commitments across multiple time zones. Coordinate end-to-end travel logistics including international itineraries, visa facilitation, accommodation, and ground arrangements. Prepare and maintain the CEO's daily briefing notes, reading files, and pre-meeting dossiers. Ensure the CEO is fully briefed, prepared, and punctual for every engagement.
• 2. Communication & Correspondence Management Draft, review, and finalize high-quality correspondence on behalf of the CEO including formal letters, executive emails, board communications, and investor updates — in refined, error-free English. Screen and triage incoming correspondence, flagging critical items and managing routine communications independently. Maintain professional and warm tone across all stakeholder communications, reflecting the CEO's voice and the Company's ethos. Prepare presentations, reports, and briefing materials using MS PowerPoint, Word, and Excel to a polished, board-ready standard.
• 3. Stakeholder & Relationship Management Act as the first point of contact for senior stakeholders, investors, board members, government officials, and strategic partners approaching the CEO's office. Exercise mature corporate diplomacy in all interactions — navigating sensitive conversations, managing expectations, and maintaining relationships with grace and professionalism. Coordinate and facilitate board meetings, investor calls, leadership conclaves, and executive review sessions, including agenda preparation and minutes documentation. Build and maintain an organized stakeholder registry to ensure timely follow-ups and relationship continuity on behalf of the CEO.
• 4. Confidentiality & Information Governance Manage access to sensitive and classified information — including financial data, board resolutions, investor communications, legal documents, and strategic plans — with absolute confidentiality. Ensure the secure storage, retrieval, and archival of all CEO-level documents and records. Exercise impeccable judgement in determining information sharing boundaries within and outside the organization.
• 5. Administrative & Operational Support Manage the CEO's office operations including vendor coordination, procurement approvals, expense management, and petty cash handling. Maintain a disciplined filing and document management system — physical and digital — ensuring instant retrievability. Coordinate with Finance, Legal, and HR teams on behalf of the CEO for approvals, reviews, and submissions. Track and follow up on CEO-assigned action items across departments, ensuring timely closure and reporting.
• 6. Event & Protocol Management Organize and manage CEO-level events — board meetings, investor presentations, partner summits, and institutional visits — adhering to professional protocols and etiquette standards. Facilitate VIP guest management including arrangements, reception, and hospitality coordination at the corporate office. Represent the CEO's office at inter-departmental coordination meetings when required.