Executive Assistant

We are seeking a highly organized, proactive, and professional Executive Assistant to the Chief Operating Officer (COO) to provide comprehensive executive, administrative, operational, and coordination support across the organization.

The role will support the COO in managing and coordinating the day-to-day operations of hospital, healthcare, academic, and educational functions. The Executive Assistant will work closely with senior leadership, medical and academic teams, department heads, administrative teams, students, faculty, patients, vendors, regulatory bodies, and other stakeholders.

The ideal candidate should possess strong organizational and communication skills, excellent follow-up capabilities, discretion in handling confidential information, and the ability to work effectively in a complex, multi-functional environment, MS excel, PPT,MS Suite.

The position requires someone who can act as a trusted extension of the COO's office, ensuring that strategic decisions, operational priorities, meetings, action items, and institutional initiatives are effectively coordinated and followed through.

Key Responsibilities

1. Executive Support to the COO

• Manage the COO's calendar, appointments, meetings, and daily priorities.
• Coordinate meetings with hospital leadership, medical heads, academic leadership, faculty, administration, and external stakeholders.
• Prepare meeting agendas, briefing notes, presentations, reports, and supporting documents.
• Manage correspondence, emails, calls, and requests requiring the COO's attention.
• Draft and coordinate official communications, letters, notices, and internal memos.
• Maintain confidential executive records, documents, reports, and institutional information.
• Anticipate the COO's requirements and proactively manage follow-ups.
• Ensure the COO is adequately briefed and prepared for important meetings and engagements.

2. Hospital Operations Coordination

• Support the COO in coordinating day-to-day hospital operational matters.
• Coordinate with clinical, nursing, diagnostics, pharmacy, facilities, biomedical engineering, housekeeping, security, front office, and other support departments.
• Track operational issues and ensure timely escalation and resolution.
• Follow up on patient-service, infrastructure, staffing, facility, and operational concerns.
• Coordinate periodic operational review meetings.
• Prepare operational dashboards and MIS reports for the COO.
• Track departmental performance against agreed KPIs and action plans.
• Assist in monitoring patient experience and service-quality initiatives.
• Coordinate implementation and follow-up of operational improvement initiatives.

3. Academic & Educational Administration

• Coordinate with academic leadership, principals/deans, heads of departments, faculty, and administrative teams.
• Support the COO in monitoring institutional academic and administrative priorities.
• Coordinate academic review meetings and management meetings.
• Track faculty-related action items, institutional projects, and academic initiatives.
• Assist in preparing reports and presentations relating to admissions, student strength, faculty, academic performance, infrastructure, and institutional activities.
• Coordinate with examination, admissions, student affairs, HR, finance, and academic administration teams as required.
• Support institutional events, seminars, conferences, workshops, orientations, and official programs.