JOB DESCRIPTIONPersonal Assistant to Chairman – Medical College & Hospital1. Position Details
Designation: Personal Assistant to Chairman
Department: Chairman’s Office / Corporate Administration
Reporting To: Hon’ble Chairman / Chairman & Managing Director
Location: Medical College & Hospital
2. Job Purpose
To provide confidential, efficient and professional administrative, coordination and executive support to the Chairman, ensuring smooth communication, scheduling, meeting management, documentation, follow-up and coordination between the Chairman’s Office, Hospital Administration, Medical College, HODs and other departments.
3. Key ResponsibilitiesA. Chairman’s Office & Daily Coordination
- Manage and maintain the Chairman’s daily calendar, appointments and official schedule.
- Coordinate meetings, visits, conferences and official engagements of the Chairman.
- Screen and prioritize incoming calls, visitors, correspondence and requests.
- Maintain confidentiality of sensitive management, employee, financial, legal, patient-related and institutional information.
- Prepare daily briefing notes, appointment schedules and important updates for the Chairman.
- Coordinate with senior management and department heads regarding matters requiring Chairman’s attention.
- Maintain an organized record of important files, correspondence, approvals and instructions.
B. Meeting Management & Meeting Notes
- Schedule and coordinate management, hospital and departmental meetings chaired by the Chairman.
- Prepare and circulate meeting agenda in consultation with the Chairman/concerned departments.
- Collect relevant reports, data and presentations from HODs and department heads before meetings.
- Attend important meetings and accurately record discussions, decisions and instructions.
- Prepare Minutes of Meeting (MoM) / Meeting Notes in a clear and structured format.
- Clearly document:
- Date, time and venue of meeting
- Names/designations of attendees
- Agenda items
- Key discussions
- Decisions taken
- Responsibilities assigned
- Target/completion dates
- Pending matters
- Circulate approved meeting notes to concerned departments.
- Maintain a Meeting Action Taken Report (ATR) and regularly follow up with responsible persons.
- Highlight delayed, pending or critical action points to the Chairman.
C. Follow-up & Action Tracking
- Maintain an Action Point Register for all instructions issued by the Chairman.
- Follow up with concerned HODs, doctors, administrators and department heads.
- Obtain status updates and supporting reports against assigned action points.
- Prepare periodic pending-action summaries for the Chairman.
- Escalate important delays or non-compliance to the Chairman/authorized management authority.
D. Hospital & Medical College Coordination
- Coordinate with Medical Superintendent, Principal/Dean, HODs, Nursing Administration, HR, Finance, Operations, Pharmacy, Purchase, Engineering, Security and other departments.
- Facilitate communication of Chairman’s directions to concerned departments.
- Coordinate matters related to hospital operations, infrastructure, staffing, patient services, academic activities and institutional administration.
- Assist in organizing inspections, VIP visits, accreditation visits, management reviews and institutional events.
E. Correspondence & Documentation
- Draft letters, notices, circulars, internal communications and official correspondence as directed by the Chairman.
- Prepare briefing notes, summaries, presentations and reports for management review.
- Maintain incoming and outgoing correspondence records.
- Track important documents requiring Chairman’s review, signature or approval.
- Ensure timely submission and retrieval of files and documents.
F. Confidential & Sensitive Matters
- Handle confidential management discussions and documents with utmost discretion.
- Maintain confidentiality regarding employee matters, disciplinary issues, financial decisions, legal matters and strategic management decisions.
- Ensure sensitive documents are shared only with authorized persons.
G. VIP & Visitor Management
- Coordinate appointments and visits of government officials, doctors, consultants, dignitaries, vendors and other important visitors.
- Ensure appropriate hospitality and meeting arrangements.
- Coordinate with Security and Administration for VIP movement and access.
H. Reports & MIS
- Prepare daily/weekly/monthly management reports as required.
- Compile departmental data and status reports for Chairman’s review.
- Prepare dashboards or summary sheets covering important operational and administrative matters.
- Maintain records of pending approvals, complaints, major incidents and important management decisions.
Pay: ₹14,140.76 - ₹72,409.82 per month
Work Location: In person
