Viraat Ramayan Institute of Medical Sciences (VRIMS) stands as a beacon of emerging medical education in East Champaran, Bihar. As a newly established private medical college, VRIMS is dedicated to fostering excellence in healthcare through comprehensive training and state-of-the-art facilities.
Affiliated with the prestigious Bihar University of Health Sciences, Patna, our institute is poised to become a significant contributor to the medical landscape of the region. Our expansive 12.920-acre campus, located at VPO Koyala Belwa, PS-Chakia, East Champaran (Motihari), Bihar, boasts cutting-edge infrastructure designed for immersive learning and advanced research.
At VRIMS, our core mission is to cultivate highly competent, compassionate, and ethically sound medical professionals. We aim to equip our students with the knowledge and skills necessary to effectively address the evolving healthcare needs of society, while actively contributing to medical advancements through innovative research and dedicated service.
JOB DESCRIPTION - Executive Assistant (EA) to the Director, Medical College & Hospital
- Job Title: Executive Assistant (EA) to the Director
- Department: Director's Office
- Reporting To: Director
- Location:Chakya, Motihari Bihar
- Employment Type: Full-Time
Job Summary
The Executive Assistant to the Director is responsible for providing high-level executive, administrative, and coordination support to the Director. The role requires exceptional organizational skills, confidentiality, professionalism, and the ability to coordinate with academic, hospital, administrative, finance, HR, and statutory departments. The EA serves as the primary point of coordination for the Director's office, ensuring smooth communication, efficient scheduling, timely follow-up of decisions, and effective execution of strategic and operational priorities.
Key Roles and ResponsibilitiesExecutive Support
- Manage the Director's daily calendar, appointments, meetings, and travel schedules.
- Screen calls, emails, and visitors on behalf of the Director.
- Draft, review, and prepare official correspondence, letters, notices, reports, and presentations.
- Prepare meeting agendas, briefing notes, and supporting documents.
- Maintain confidentiality of sensitive institutional information.
Office Administration
- Ensure smooth functioning of the Director's Office.
- Maintain files, records, confidential documents, and digital databases.
- Track pending approvals and ensure timely completion.
- Monitor correspondence and maintain proper documentation.
Coordination & Follow-up
- Coordinate with Principals, Medical Superintendent, Dean, Nursing Superintendent, HR, Finance, Purchase, Accounts, Academic Departments, and Hospital Administration.
- Follow up on action points issued by the Director.
- Monitor compliance with deadlines assigned to departments.
- Prepare action-taken reports (ATR) for review meetings.
Meeting Management
- Schedule internal and external meetings.
- Prepare meeting notices and circulate agendas.
- Record Minutes of Meetings (MoM).
- Ensure implementation and follow-up of meeting decisions.
Documentation & Reporting
- Prepare daily, weekly, and monthly executive reports.
- Maintain MIS reports and dashboards.
- Compile departmental reports for the Director.
- Assist in preparation of annual reports, presentations, and strategic documents.
Regulatory & Institutional Coordination
- Coordinate documentation related to statutory inspections and compliance.
- Assist in maintaining records required for regulatory authorities and accreditation processes.
- Support preparation of documents for inspections, audits, and management reviews.
Communication Management
- Serve as the communication link between the Director's Office and various departments.
- Draft professional emails and official communications.
- Coordinate with external agencies, government offices, universities, councils, and visitors as instructed.
Event & Visit Coordination
- Organize management meetings, conferences, VIP visits, inspections, seminars, and official events.
- Coordinate logistics, hospitality, and scheduling for guests and dignitaries.
Confidentiality
- Handle confidential documents with utmost discretion.
- Maintain strict confidentiality regarding institutional policies, financial matters, employee information, legal matters, and strategic decisions.
Additional Responsibilities
- Perform any other duties assigned by the Director from time to time.
- Support special institutional projects and initiatives.
- Assist in crisis coordination and emergency administrative support when required.
Required Qualifications
- Bachelor's Degree (Master's Degree preferred) in Business Administration, Hospital Administration, Management, Healthcare Administration, or a related field.
- Excellent command of English and Hindi (spoken and written).
- Strong drafting and documentation skills.
Experience
- 3–7 years of experience as an Executive Assistant, Executive Secretary, Administrative Officer, or similar role.
- Experience in a Medical College, Hospital, University, or Educational Institution will be preferred.
Required Skills
- Excellent communication and interpersonal skills.
- Professional etiquette and executive presence.
- Strong organizational and multitasking abilities.
- Excellent time management and prioritization skills.
- Advanced knowledge of Microsoft Office (Word, Excel, PowerPoint, Outlook).
- Report writing and documentation skills.
- Minutes of Meeting (MoM) preparation.
- Calendar and travel management.
- Strong analytical and problem-solving skills.
- Ability to work under pressure and meet deadlines.
- High level of integrity, discretion, and confidentiality.
Key Performance Indicators (KPIs)
- Timely scheduling and coordination of meetings.
- Accuracy and quality of official documentation.
- Timely preparation of Minutes of Meetings (MoM) and Action Taken Reports (ATR).
- Closure rate of Director-assigned action items.
- Timely submission of reports and presentations.
- Effective coordination with internal and external stakeholders.
- Compliance with deadlines and institutional priorities.
- Accuracy in maintaining confidential records.
- Director's satisfaction with administrative support.
- Professional conduct and communication standards.
Personal Attributes
- Professional and courteous demeanor.
- Strong sense of ownership and accountability.
- Ability to maintain confidentiality.
- Proactive, dependable, and detail-oriented.
- Flexible and adaptable to changing priorities.
- Strong coordination and relationship-management skills.
- Positive attitude with a solution-oriented approach.
Pay: ₹25,000.00 - ₹35,000.00 per month
Work Location: In person
