Executive Assistant to CEO

JOB DESCRIPTION: EXECUTIVE ASSISTANT (EA) TO CEO

Industry: Healthcare / Hospital Sector
Department: CEO Office / Administration
Location: NewEra Hospitals, Vashi, Navi Mumbai
Reporting To: Chief Executive Officer (CEO)

Job Summary

We are looking for a highly organized, proactive, and professional Executive Assistant to the CEO with prior experience in the hospital or healthcare industry. The candidate will provide high-level executive and administrative support to the CEO, coordinate with department heads, monitor key assignments, manage schedules, prepare reports, and ensure smooth communication between the CEO’s office and various hospital departments.

The ideal candidate should possess excellent communication skills, strong follow-up capabilities, discretion in handling confidential information, and the ability to manage multiple priorities in a fast-paced hospital environment.

Key Responsibilities

1. Executive & Administrative Support

• Manage the CEO’s calendar, appointments, meetings, and daily schedule.
• Coordinate internal and external meetings with doctors, department heads, vendors, consultants, and management representatives.
• Prepare meeting agendas, minutes of meetings (MoM), presentations, and follow-up action points.
• Handle official correspondence, emails, letters, and confidential documents.
• Ensure timely follow-up on all instructions and assignments given by the CEO.

2. Hospital Operations Coordination

• Coordinate with various hospital departments, including HR, Finance, Medical Administration, Nursing, Operations, Marketing, Pharmacy, Billing, and Diagnostics.
• Follow up with department heads on pending tasks, operational issues, and management decisions.
• Track departmental performance reports, operational updates, and key performance indicators (KPIs).
• Escalate critical issues, delays, and unresolved matters to the CEO promptly.
• Support coordination between clinical and non-clinical teams to ensure smooth hospital functioning.

3. MIS, Reports & Documentation

• Prepare daily, weekly, and monthly MIS reports as required by the CEO.
• Compile departmental reports, business performance data, revenue updates, and operational dashboards.
• Maintain records of management meetings, important decisions, and pending action items.
• Assist in preparing presentations, business reviews, and management reports using MS Excel and PowerPoint.

4. Follow-up & Task Management

• Maintain a tracker of all tasks assigned by the CEO and ensure timely completion.
• Obtain regular updates from department heads and highlight overdue tasks.
• Monitor implementation of management decisions and hospital initiatives.
• Ensure accountability and timely reporting from concerned departments.

5. Communication & Stakeholder Management

• Act as a coordination point between the CEO and internal/external stakeholders.
• Handle calls, emails, visitors, and meeting arrangements professionally.
• Coordinate with vendors, consultants, corporate offices, and business associates as required.
• Maintain professionalism and confidentiality while handling sensitive business and employee information.

6. Compliance & General Administration

• Assist in maintaining important hospital documents, licenses, agreements, and renewal trackers, wherever assigned.
• Coordinate with relevant departments for statutory documentation, audits, and compliance updates.
• Support special projects and other responsibilities assigned by the CEO.

Eligibility Criteria

• Graduate in any discipline; MBA or a postgraduate qualification in Management/Administration will be preferred.
• Minimum 3–5 years of experience as an Executive Assistant, Personal Assistant, or in a similar executive coordination role.
• Prior experience in a hospital or healthcare organization is strongly preferred.
• Excellent written and verbal communication skills in English and Hindi; Marathi will be an added advantage.
• Strong working knowledge of MS Excel, Word, PowerPoint, Outlook, and email management.
• Excellent organizational, coordination, analytical, and follow-up skills.
• Ability to handle confidential information with integrity and discretion.
• Ability to work under pressure, manage multiple assignments, and meet strict deadlines.

Key Competencies

• Professionalism and confidentiality
• Strong communication and interpersonal skills
• Excellent time management and organizational abilities
• Proactive problem-solving and decision-making support
• Attention to detail and accuracy
• Strong coordination and follow-up skills
• Ability to work independently and manage priorities

Preferred Candidate Profile

A candidate who has worked directly with a CEO, Managing Director, Hospital Director, or senior hospital management and understands hospital operations, departmental coordination, MIS reporting, and executive-level communication.

Interested candidates may share their updated CV with details of their hospital-sector experience, current CTC, expected CTC, and notice period to [email protected] or on 7977226040

Pay: ₹40,000.00 - ₹60,000.00 per month

Benefits:

• Cell phone reimbursement
• Flexible schedule
• Paid time off
• Provident Fund

Work Location: In person