Job Summary
We are seeking a highly organized, proactive, and professional Personal Assistant to support the Founder & Chief Dermatologist of Skinmatics Clinics. The role requires managing the founder's daily schedule, coordinating clinical and administrative activities, accompanying the doctor to all four clinic branches across Bangalore, and ensuring seamless communication between the founder and the clinic teams.
The ideal candidate should possess excellent organizational, communication, and multitasking skills while maintaining the highest level of professionalism and confidentiality.
Key ResponsibilitiesExecutive & Calendar Management
- Manage the founder's daily calendar, appointments, meetings, and travel schedule.
- Coordinate consultations, procedures, surgeries, and follow-up appointments.
- Prioritize appointments based on urgency and business requirements.
- Schedule internal meetings with managers, doctors, and department heads.
Clinic Coordination
- Accompany the founder during visits to all four Skinmatics Clinic branches in Bangalore.
- Coordinate with branch managers to ensure the founder's schedule is well planned.
- Ensure all required reports, patient files, and documents are available before each visit.
- Follow up on action items discussed during branch visits.
Administrative Support
- Prepare daily, weekly, and monthly reports.
- Maintain records of meetings, MOMs (Minutes of Meeting), and follow-up tasks.
- Handle confidential documents and correspondence.
- Draft emails, presentations, letters, and official communications.
Operational Coordination
- Coordinate between departments including HR, Operations, Marketing, Finance, and Clinical teams.
- Track completion of assigned tasks and ensure timely follow-ups.
- Monitor ongoing projects and escalate delays when necessary.
- Support the founder in operational planning and execution.
Patient & Clinical Coordination
- Assist in planning VIP patient appointments and procedures.
- Coordinate procedure schedules with therapists and branch teams.
- Ensure smooth patient flow during the founder's clinic visits.
- Maintain confidentiality of patient information.
Vendor & External Coordination
- Coordinate with pharmaceutical companies, medical representatives, vendors, and external consultants.
- Schedule meetings with business associates and partners.
- Assist in organizing events, workshops, and professional meetings.
Travel & Event Management
- Plan the founder's travel itinerary within Bangalore for branch visits.
- Coordinate logistics for conferences, CMEs, workshops, and business meetings.
- Ensure all travel and event arrangements are organized in advance.
Documentation & Reporting
- Maintain daily task trackers and pending work lists.
- Prepare business performance summaries and operational reports.
- Collect data from all branches and present concise reports to the founder.
- Ensure documentation is updated and filed systematically.
Required Skills
- Excellent communication and interpersonal skills.
- Strong organizational and time management abilities.
- Ability to multitask in a fast-paced environment.
- High level of discretion and confidentiality.
- Proficiency in Microsoft Office (Excel, Word, PowerPoint) and Google Workspace.
- Strong follow-up and coordination skills.
- Professional appearance and positive attitude.
- Ability to travel frequently across Bangalore.
Qualifications
- Bachelor's degree in Business Administration, Healthcare Management, Life Sciences, or a related field.
- 2–5 years of experience as a Personal Assistant, Executive Assistant, or Executive Coordinator, preferably in the healthcare or clinical sector.
Preferred Qualities
- Proactive and solution-oriented mindset.
- Ability to work independently with minimal supervision.
- Strong decision-making and problem-solving skills.
- Excellent attention to detail.
- Ability to handle multiple priorities while maintaining accuracy.
- Flexible to work beyond regular hours when required.
Key Performance Indicators (KPIs)
- Effective management of the founder's schedule with minimal conflicts.
- Timely completion of assigned follow-ups and action items.
- Smooth coordination across all clinic branches.
- Accuracy and timeliness of reports and documentation.
- Efficient communication between the founder and all departments.
- Successful planning and execution of branch visits, meetings, and events.
- High level of professionalism, confidentiality, and organizational efficiency.
Pay: ₹25,000.00 - ₹30,000.00 per month
Work Location: In person
