JOB DESCRIPTIONPersonal Secretary to Managing Director / Promoter
Job Location: Pottakuzhi, Thiruvananthapuram, Kerala
Employment Type: Full-time
Travel Requirement: Frequent local, PAN-India & International travel
Reporting To: Managing Director / Promoter
About the Role
We are looking for a smart, highly organised, proactive and dependable Personal Secretary to provide comprehensive executive and personal administrative support to the Managing Director/Promoter across multiple business ventures.
The role involves close coordination with the Managing Director on business operations, meetings, travel, documentation, communications, follow-ups, projects and strategic initiatives across our healthcare and medical technology businesses.
This is a high-responsibility, multi-functional role suited for a person who can work independently, handle confidential information with maturity, manage multiple priorities simultaneously and ensure that commitments and follow-ups are executed on time.
Our Businesses
The candidate will work closely with the Managing Director across the following business verticals:
1. Healthcare Businesses
- The Royal Medical Centre – Healthcare and clinical services.
- 360 Degree Spine & Joint Wellness Centres – Specialised spine, joint, musculoskeletal and wellness-focused healthcare centres, with operations and expansion across multiple locations.
2. Medical Equipment Business – Shreem Meditech
Shreem Meditech is engaged in the import, export, distribution and business development of medical equipment and healthcare technology products, involving manufacturers, distributors, hospitals, healthcare institutions and business partners in India and international markets.
The position therefore provides exposure to healthcare operations, medical technology, business development, corporate meetings, vendor/manufacturer relationships and expansion projects.
Key Responsibilities1. Executive & Calendar Management
- Manage the Managing Director's daily schedule, calendar and appointments.
- Coordinate meetings with clients, doctors, hospitals, vendors, manufacturers, investors, consultants, business partners and other stakeholders.
- Prioritise meetings and appointments based on urgency and business importance.
- Ensure timely reminders and preparation for important meetings.
- Maintain a structured daily, weekly and monthly schedule.
- Coordinate internal and external meetings across different locations and time zones.
2. Meeting & Follow-up Management
- Attend important meetings when required and record key discussions, decisions and action points.
- Prepare and maintain Meeting Notes / Minutes of Meeting (MoM).
- Maintain an action-point tracker and follow up with responsible team members.
- Ensure that important commitments, deadlines and follow-ups are not missed.
- Coordinate between the Managing Director and different departments/branches to ensure execution of decisions.
3. Business Coordination
- Coordinate with management teams across The Royal Medical Centre, 360 Degree Spine & Joint Wellness Centres and Shreem Meditech.
- Follow up with branch managers, HODs, consultants, vendors, suppliers and external agencies.
- Assist in coordinating new projects, branch openings, expansion activities and business initiatives.
- Support preparation and coordination of business presentations, proposals, reports and other management documents.
- Maintain an organised repository of important business documents and correspondence.
4. Travel Management
The position involves frequent travel, including:
- Multi-location visits to healthcare centres and business offices.
- PAN-India travel for business meetings, hospital visits, vendor/manufacturer meetings, exhibitions and trade events.
- International travel for business meetings, medical equipment sourcing, manufacturer visits, trade fairs, conferences and other business activities.
- Coordinate flights, hotels, local transportation, visas, itineraries and travel documentation.
- Prepare detailed travel itineraries and ensure smooth execution of business trips.
- Coordinate meetings and appointments during travel.
- Maintain travel-related documents, expenses and schedules.
Willingness and ability to travel frequently is an essential requirement of this position.
5. Business Events, Exhibitions & Conferences
- Coordinate participation in medical and healthcare exhibitions, trade fairs, conferences and business events.
- Assist with registration, travel, accommodation and meeting schedules.
- Coordinate meetings with manufacturers, distributors, healthcare professionals and potential business partners.
- Maintain follow-up records after exhibitions, conferences and business meetings.
6. Communication & Correspondence
- Handle professional correspondence on behalf of the Managing Director as authorised.
- Draft emails, letters, meeting communications, invitations and follow-up messages.
- Coordinate communication through email, WhatsApp and other business communication platforms.
- Maintain proper records of important correspondence.
- Ensure timely responses and follow-ups with important stakeholders.
7. Documentation & Administration
- Maintain confidential files, agreements, business documents and important records.
- Organise digital and physical documents systematically.
- Assist with preparation of reports, presentations, proposals and management documents.
- Coordinate signatures, approvals and document circulation.
- Maintain trackers for important tasks, projects, payments, renewals, contracts and deadlines as required.
8. Personal Assistance to the Managing Director
The role may also involve selected personal assistance responsibilities connected with the Managing Director's professional schedule, travel and commitments.
These may include:
- Managing personal/professional appointments where required.
- Coordinating travel-related personal arrangements.
- Managing important reminders and commitments.
- Handling sensitive and confidential information with complete discretion.
Candidate Profile
We are looking for someone who is:
- Highly organised and systematic.
- Proactive rather than purely instruction-driven.
- Excellent at follow-up and task tracking.
- Comfortable managing multiple tasks simultaneously.
- Professional and well-presented.
- Excellent in spoken and written English.
- Comfortable communicating with senior professionals and business stakeholders.
- Tech-savvy and comfortable with MS Office / Google Workspace, email, calendars, WhatsApp and online meeting platforms.
- Capable of preparing professional documents, presentations and spreadsheets.
- Able to maintain confidentiality and handle sensitive business information.
- Flexible regarding working hours when business requirements demand it.
- Willing to travel extensively within India and internationally.
- Able to work independently with minimal supervision.
- Mature, dependable and capable of exercising good judgement.
Preferred Qualifications & Experience
- Bachelor's degree in any discipline.
- Prior experience as a Personal Secretary, Executive Assistant, Executive Secretary, Management Assistant, Business Coordinator or similar role.
- Experience supporting a Founder, Managing Director, CEO, Doctor, Entrepreneur or senior executive will be an advantage.
- Experience in healthcare, medical equipment, hospital administration, corporate administration or a similar industry will be an added advantage.
- Candidates with excellent organisational skills and strong learning ability may also be considered irrespective of industry background.
Key Skills
Essential:
- Executive & calendar management
- Excellent communication skills
- Meeting coordination
- Follow-up & task management
- Travel planning
- Documentation
- MS Office / Google Workspace
- Email & professional correspondence
- Confidentiality
- Time management
- Multi-tasking
- Problem solving
Desirable:
- Business research
- Presentation preparation
- Basic financial/business documentation
- Project coordination
- CRM / task-management software
- Experience with international travel coordination
- Familiarity with healthcare or medical equipment industry
Important Requirements
This is not a routine 9-to-5 clerical position.
The successful candidate will work closely with the Managing Director and will be expected to understand priorities, anticipate requirements, follow up proactively and ensure that important matters are completed without repeated reminders.
The role requires:
- High level of confidentiality and integrity
- Strong ownership and accountability
- Excellent follow-up discipline
- Flexibility in working hours when business requirements arise
- May require frequent local, PAN-India and international travel
- Ability to interact professionally with senior executives, doctors, manufacturers, suppliers, investors and other stakeholders
- Ability to handle pressure and rapidly changing priorities
Compensation
Salary: Commensurate with experience, qualifications and suitability for the role.
Travel & Business Expenses: Business travel and approved business-related expenses will be covered as per company policy.
Why Join Us?
This role offers an opportunity to work closely with the promoter across healthcare, medical technology, medical equipment distribution, business expansion and international business activities.
The candidate will gain direct exposure to:
- Healthcare business operations
- Multi-location healthcare centre management
- Medical technology and equipment
- Import-export and distribution
- National and international business development
- Medical exhibitions and conferences
- Vendor and manufacturer relationships
- New business initiatives and expansion projects
Candidates who are looking for a dynamic role with significant responsibility, learning opportunities and exposure to multiple businesses are encouraged to apply.
Pay: ₹18,000.00 - ₹30,000.00 per month
Work Location: In person
