Executive Secretary

Job Title: Executive Secretary
Department: Administration / Executive Office
Location: Avera Heart Hospital, Coimbatore

Job Summary:
Provide high-level administrative and secretarial support to the COO/Director by managing schedules, meetings, correspondence, documentation, MIS reports, and coordination with various departments to ensure smooth and efficient executive operations.

Key Responsibilities

• Manage the COO/Director’s calendar, appointments, meetings, and daily schedule.
• Coordinate and schedule internal and external meetings with doctors, HODs, management, vendors, and other stakeholders.
• Prepare meeting agendas, minutes of meetings (MoM), presentations, and follow-up action points.
• Maintain confidential records, documents, reports, and correspondence.
• Draft and proofread official letters, emails, notices, circulars, and management communications.
• Coordinate with various departments and obtain required reports/data for management review.
• Track pending matters, decisions, and action items and ensure timely follow-up with concerned departments.
• Prepare and maintain MIS reports, dashboards, statements, and presentations as required.
• Handle telephone calls, correspondence, visitors, and communications professionally.
• Assist in preparing management review materials and presentations.
• Maintain proper filing and documentation of executive office records.
• Coordinate travel arrangements, official appointments, and other administrative requirements when required.
• Handle sensitive and confidential information with discretion.
• Perform any other administrative and coordination responsibilities assigned by the COO/Director.

Qualification & Experience

• Qualification: Any Graduate; MBA/PG Diploma in Management or Secretarial/Administration qualification preferred.
• Experience: 3–7 years of experience as an Executive Secretary, Executive Assistant, Personal Assistant, or similar role.
• Experience in a hospital/healthcare organization is preferred.
• Excellent communication, drafting, coordination, and organizational skills.
• Proficiency in MS Office – Word, Excel, PowerPoint and Outlook/email.
• Strong follow-up, time-management, and multitasking abilities.
• Should maintain high standards of confidentiality, professionalism, and discretion.

Key Competencies

Executive Coordination | Communication | Confidentiality | Documentation | MIS Reporting | Meeting Management | Follow-up | MS Office | Time Management | Interpersonal Skills

Pay: ₹20,000.00 - ₹35,000.00 per month

Benefits:

• Cell phone reimbursement
• Paid sick time
• Paid time off
• Provident Fund

Work Location: In person