Designation: Secretary to the Promoter (Executive Assistant — Founder’s Office)
Location: Chennai (Corporate Office), with travel to clinic locations as required
Reports to: Promoter / Founder
Type: Full-time, on-roll. Core office hours with extended availability; on-call for urgent matters including weekends.
1. Role Purpose
To manage the Promoter’s office end-to-end — calendar, communication, travel, documentation and follow-through — so that the Promoter’s time is spent only on decisions that require her. The role is the single point of coordination between the Promoter and internal leadership, clinic operations, external advisors, investors, lenders and regulators.
This is a position of high trust. The incumbent will routinely handle confidential financial, legal, strategic and personal information.
2. Key Responsibilities
Calendar & Travel
- Own the Promoter’s daily, weekly and monthly calendar; prioritise, sequence and protect time blocks.
- Plan and book all domestic and international travel — flights, hotels, ground transport, visas, forex — with contingency options.
- Prepare day-wise itineraries with meeting context, contact details and travel buffers.
- Anticipate conflicts and resolve them before they reach the Promoter.
Communication & Correspondence
- Screen, triage and route all incoming calls, emails, WhatsApp and physical mail.
- Draft, proofread and dispatch correspondence in English and Hindi — letters, emails, notes, replies to institutional and government stakeholders.
- Act as first point of contact for the Promoter’s office; represent it with professionalism and discretion.
- Provide verbal and written translation/interpretation (Hindi - English) during meetings and calls where required.
Meetings & Documentation
- Prepare pre-read packs, agendas and briefing notes ahead of meetings.
- Attend meetings as required; record accurate minutes, decisions and action points.
- Track every action item to closure with named owners and deadlines; escalate slippages.
- Maintain a structured, retrievable filing system (physical and digital) for all Promoter’s office records.
Stakeholder Coordination
- Coordinate with internal leadership — Finance, HR, Operations, Legal/Secretarial, Marketing — for information the Promoter requires.
- Liaise with statutory auditors, company secretary, bankers, lenders, investors, legal counsel, consultants and vendors.
- Coordinate scheduling and document flow for board meetings, review meetings and due diligence requests, working with the Company Secretary.
- Manage government, regulatory and industry body relationships at a scheduling and correspondence level.
Administrative & Personal Support
- Manage expense claims, reimbursements, credit card statements and petty cash.
- Handle memberships, subscriptions, renewals, licences and personal documentation.
- Coordinate personal and family logistics as directed, with the same standard of discretion.
- Manage gifting, hospitality and protocol for visiting dignitaries and guests.
Information Control
- Maintain absolute confidentiality on all corporate, financial, strategic, legal and personal matters.
- Apply need-to-know discipline — no forwarding, discussing or disclosing information outside the authorised circle.
- Sign and comply with a Non-Disclosure Agreement as a condition of employment.
3. Language Requirement (Mandatory)
- Hindi: Fluent — professional speaking, reading and business-standard writing (Devanagari).
- English: Fluent — professional speaking and business-standard written drafting.
- Must switch between the two in live meetings and calls without loss of accuracy.
- Tamil or Telugu is an added advantage, not a requirement.
Candidates will be assessed on Hindi and English drafting and conversation at interview stage.
4. Qualifications & Experience
Essential
- Graduate in any discipline; secretarial practice, business administration or commerce background preferred.
- 5–10 years as Secretary / Executive Assistant, with at least 3 years supporting a Promoter, Founder, MD, CEO or equivalent.
- Demonstrated experience handling confidential information at leadership level.
- Advanced MS Office (Word, Excel, PowerPoint, Outlook), Google Workspace, calendar tools and video conferencing platforms.
- Typing and drafting speed sufficient to keep pace with a high-volume principal.
Preferred
- Exposure to healthcare, hospital, clinic-chain, retail-chain or multi-location services businesses.
- Familiarity with board and statutory meeting processes, or investor/lender documentation flow.
- Experience in a multi-city or pan-India organisation requiring North India stakeholder engagement.
5. Competencies & Attributes
- Discretion — treats confidentiality as non-negotiable.
- Ownership — closes loops without being chased; no item is dropped.
- Anticipation — sees the next requirement before it is asked for.
- Composure — operates calmly under compressed timelines and shifting priorities.
- Precision — accuracy in dates, names, numbers, documents and language.
- Judgement — knows what to escalate, what to handle, and what to hold.
- Presentation — professional bearing with senior external stakeholders.
- Flexibility — available for travel and extended hours when the calendar demands it.
Pay: ₹25,000.00 - ₹30,000.00 per month
Application Question(s):
Work Location: In person
