Job Role: Personal Secretary to Chairman
Experience: 2-5 Years
Location: Madurai (Uthangudi)
Employment Type: Full-Time
About the Role:
We are looking for a poised, highly organized, and discreet Personal Secretary to the Chairman to join the leadership office of our multi-specialty hospital. This is a pivotal role for someone who thrives in a fast-paced healthcare environment, enjoys managing complexity with grace, and takes pride in being the trusted right hand to top leadership. If you are detail-obsessed, resourceful, and know how to make things happen quietly and efficiently — we'd love to meet you.
Key Responsibilities:
Executive & Calendar Management
- Manage the Chairman's daily schedule, appointments, meetings, and travel with precision and foresight
- Anticipate scheduling conflicts and proactively resolve them
- Coordinate with internal departments (Medical, Administration, Finance, HR) and external stakeholders (government bodies, vendors, medical associations, media) on the Chairman's behalf
Communication & Correspondence
- Draft, review, and manage emails, letters, memos, and official communication
- Screen and prioritize calls, emails, and visitors with sound judgment and discretion
- Prepare briefing notes, presentations, and reports for meetings, board reviews, and conferences
Meeting & Documentation Support
- Organize board meetings, management reviews, and medical advisory committee meetings
- Record minutes of meetings, track action items, and follow up on deliverables
- Maintain accurate, well-organized, and confidential filing systems (digital and physical)
Liaison & Coordination
- Serve as the primary point of contact between the Chairman's office and hospital departments, consultants, and external partners
- Coordinate with PR, marketing, and events teams for hospital functions, CMEs, inaugurations, and public engagements involving the Chairman
- Liaise with travel desks, hotels, and protocol teams for domestic and international travel arrangements
Confidentiality & Office Management
- Handle sensitive medical, administrative, and financial information with the highest level of confidentiality
- Manage the Chairman's office operations, including documentation, approvals, and expense tracking
- Support ad hoc projects and special assignments as directed by the Chairman
What We're Looking For:
Qualifications
- Graduate/Postgraduate degree in Business Administration, Secretarial Practice, or a related field
- Additional certification in Office Management, Executive Assistance, or Hospital Administration is a plus
Experience
- 2-5 years of experience as a Personal Secretary/Executive Assistant to CXOs, Chairmen, or senior leadership — healthcare industry experience strongly preferred
Skills & Attributes
- Exceptional command of English (spoken and written); working knowledge of the local language is a plus
- Strong proficiency in MS Office (Word, Excel, PowerPoint, Outlook) and calendar/scheduling tools
- Impeccable organizational skills with a sharp eye for detail
- Excellent interpersonal skills with a warm, professional, and composed demeanor
- Ability to multitask, prioritize, and stay calm under pressure
- Absolute discretion and unwavering integrity in handling confidential matters
- Polished personal presentation and strong business etiquette
Why Join Us?
- Work at the heart of leadership decision-making in a reputed multi-specialty healthcare institution
- Exposure to hospital operations, strategic initiatives, and high-level stakeholder engagement
- Competitive compensation, professional growth opportunities, and a collaborative work culture
- Be part of an organization committed to clinical excellence and compassionate care
We are an equal opportunity employer committed to fostering a diverse and inclusive workplace.
Pay: ₹360,000.00 - ₹420,000.00 per year
Application Question(s):
- Mention the notice period in days.
Experience:
- Personal Secretary: 2 years (Required)
Work Location: In person
