Job Title: Junior Executive - CEO's Office
Job Type: Full-Time | On-site | 1 Vacancy | Urgent Joiners Preferred Salary: ₹15,000 – ₹20,000/month (as per experience)
Apply: [email protected]
About The Company: SVS Hospital (Est. 1919) is one of Kolkata's most trusted charitable healthcare institutions. We are seeking a smart, organised, and dependable Junior Executive to support the CEO's Office - managing day-to-day coordination, communications, scheduling, and documentation to ensure the smooth functioning of the executive office.
Qualification: Graduate in any discipline (MBA / PG Diploma in Management / Secretarial Practice or Office Management is an advantage)
Experience Minimum 3 - 5 years exclusively in a Hospital environment
Key Responsibilities
Calendar & Schedule Management
- Proactively manage the CEO's daily calendar - schedule, prioritise, and protect time blocks based on business priorities
- Arrange appointments, meetings, and conferences with internal HODs, trustees, doctors, vendors, and external stakeholders
- Send timely reminders and ensure the CEO is briefed and prepared for every engagement
- Handle rescheduling and last-minute changes with minimal disruption
Meeting Coordination & Minutes of Meeting
- Coordinate all CEO-level meetings - internal reviews, department meetings, trustee meetings, and external visits
- Prepare meeting agendas and circulate background materials and briefing notes in advance
- Attend meetings, accurately record proceedings, and capture key decisions, action points, and deadlines
- Prepare and circulate Minutes of Meeting (MOMs) promptly to all relevant stakeholders
- Track and follow up on all action items and pending deliverables with department heads until closure
Inter-Department Follow-Up & Task Tracking
- Track tasks, deadlines, and deliverables assigned by the CEO across all departments
- Proactively follow up with HODs for the timely completion of pending items
- Maintain a centralised action tracker and update the CEO regularly on status
- Escalate delays and non-compliance on action items to the CEO promptly
Presentations & Documentation
- Prepare review presentations and management decks for the CEO using Microsoft PowerPoint
- Compile departmental data and present in clear, structured formats for trustee meetings, board reviews, and management presentations
- Assist in the preparation of monthly and quarterly performance review presentations
- Format and edit reports, letters, memos, and documents to a professional standard
Data Coordination & MIS
- Collect and collate data from all departments for CEO review - operational, clinical, financial, and HR
- Maintain basic trackers and MIS sheets using Microsoft Excel
- Prepare weekly and monthly data summaries highlighting key metrics, targets vs. achievements, and exceptions
- Follow up with department heads for timely submission of reports and data to the CEO
Communication & Correspondence
- Manage all incoming and outgoing correspondence - emails, letters, circulars, and internal memos on behalf of the CEO
- Screen and prioritise calls, emails, and visitors - handle routine queries independently and escalate critical matters promptly
- Draft professional correspondence, official letters, and communications on the CEO's behalf
- Liaise with HODs, trustees, vendors, government offices, and external partners as directed
Confidentiality & Sensitive Information Handling
- Maintain absolute confidentiality on all matters from the CEO's office - trustee decisions, financial data, HR matters, legal correspondence, and strategic discussions
- Handle sensitive information with the highest level of discretion and professionalism at all times
- Ensure no unauthorised sharing or disclosure of CEO-level information internally or externally
Document & File Management
- Maintain a systematic and up-to-date filing system - both physical and digital - for all CEO-level documents, contracts, approvals, and records
- Support administrative audits and assist in policy documentation and hospital regulatory paperwork as required
- Track pending files, approvals, and sign-offs and ensure timely follow-up and closure
Travel & Logistics Coordination
- Arrange travel, accommodation, and itineraries for the CEO for outstation visits, conferences, and external meetings
- Coordinate logistics for CEO-hosted events, hospital visits, and external engagements
- Ensure all travel documentation, tickets, and bookings are in order well in advance
General Coordination & Support
- Assist with ad-hoc tasks, research assignments, and cross-department coordination as directed by the CEO
- Support coordination of hospital-wide events and special projects from the CEO's office
- Ensure smooth day-to-day functioning of the CEO's office at all times & maintain utmost confidentiality
Skills Required Proficient in English - written and verbal (mandatory) | Working knowledge of Bengali & Hindi | MS Office - PowerPoint (Review & Trustee Presentations) | Excel (MIS & Data Tracking) | Word (Correspondence, Reports & Documentation) | Outlook / Gmail (Calendar & Email Management) | Strong drafting skills - MOMs, emails, letters, presentations | Sharp organisational and multitasking abilities | Strong inter-department coordination and follow-up skills | High confidentiality, discretion, and professionalism | Ability to work under pressure and manage multiple priorities simultaneously. Knowledge & Execution of AI use will be an added advantage.
Preferred Candidate Profile
- 3 - 5 years of experience exclusively in a Hospital environment
- Confident in preparing PowerPoint presentations and Excel MIS trackers
- Excellent command of written English for professional correspondence and MOMs
- Previous Experience supporting senior management - CEO, MD, or CMD level preferred
- Calm, proactive, reliable, discreet, and highly organised
- Immediate or early joiner preferred
Pay: ₹15,000.00 - ₹20,000.00 per month
Work Location: In person
