Executive Assistant

Experience: 36 years as EA/PS/operations coordinator (startup/healthcare preferred).

Qualification: Graduate (any discipline); business/admin background preferred.

Location: Pune, India

Type: Full-time On-site (6 days/week)

Reports to: Founder/CEO (and supports leadership as needed)

About ALIV

ALIV is a regenerative wellness clinic offering targeted IV therapies, PRP/PRFM, and autologous cellbased therapies. We run on strong SOPs, ethical communication, and an exceptional patient journey.

Role Summary

High-trust, high-ownership role supporting the Founder end-to-end. You will manage calendar, communication, meetings, documentation, follow-ups, travel, and coordination across teams and vendors. Youll also support basic admin and trackingno job too small.

Core Responsibilities

1) Calendar, Priorities & Gatekeeping

• Own calendar scheduling, re-scheduling, and prioritisation; block focus time.
• Ensure the Founders day runs smoothly: reminders, buffers, location planning.
• Act as gatekeeper: filter requests, propose priority order, protect time.

2) Communication & Follow-ups

• Draft/review emails, letters, WhatsApp messages, and replies in the Founders tone.
• Maintain contact lists and stakeholder database (partners, vendors, doctors, corporates).
• Prepare meeting agendas, take MOMs, and ensure action items are closed (daily follow-up).

3) Documentation & Presentations

• Create polished documents: proposals, MoUs/NDAs support, reports, checklists, SOP drafts, PPTs.
• Maintain structured filing: naming conventions, version control, confidentiality.
• Convert voice notes into crisp documents and briefs.

4) Travel, Events & Logistics

• Plan travel end-to-end: tickets, hotels, local transport, itineraries, and backups.
• Support events/talks/webinars: registrations, guest lists, reminders, on-ground coordination.

5) Cross-Team Coordination (Internal Ops)

• Coordinate with clinic teams (front desk, nursing, doctors) for leadership updates and priorities.
• Coordinate with marketing/PR/agency partners: meeting schedules, approvals, deliverables tracking.
• Follow up on renewals, AMC dates, vendor SLAs, and critical admin tasks.

6) Admin + Basic Accounts Support

• Track Founders expenses, reimbursements, bills, and renewals; weekly reconciliation.
• Collect/verify invoices, share payment trackers with accounts/CA (TDS/GST awareness a plus).
• Maintain trackers in Excel/Sheets (inventory, procurement follow-ups if needed).

7) Confidentiality & Professionalism

• Handle sensitive information discreetly: patients, employees, finances, partnerships.
• Maintain compliance with clinic privacy norms and internal SOPs.

Key Deliverables

1. Daily priority list + meeting agenda packs.
2. MOMs and action tracker with closure dates.
3. Organised drive structure and documentation system.
4. Weekly dashboard: pending approvals, follow-ups, payments, renewals, key tasks.

KPIs (6-Month Probation)

1. Action-item closure rate: 90% tasks closed within agreed timelines.
2. Calendar hygiene: zero missed meetings; <2 scheduling conflicts/month.
3. Response TAT: drafts/replies prepared within SLA (same day for most).
4. Documentation quality: minimal rework; consistent formatting and clarity.
5. Travel/logistics: zero critical misses (tickets, venue, guest coordination).
6. Expense tracking accuracy: 98% error-free; weekly reconciliation on time.
7. Stakeholder coordination: meetings + follow-ups completed without escalation.

90-Day Expectations

1. Days 130: Understand Founders working style; set up filing + trackers; run calendar and MOMs independently.
2. Days 3160: Improve cadence and communication quality; manage agency/partner follow-ups reliably.
3. Days 6190: Operate as a true right-handanticipate needs, prevent issues, keep execution tight across teams.

Requirements

1. Strong written and spoken communication: English + Hindi/Marathi.
2. Strong Excel/Google Sheets + docs + PPT skills.
3. Highly organised, proactive, calm under pressure, and discreet.

Nice to Have: Basic HR/admin coordination, vendor management, familiarity with Notion/Asana/Trello.

share your CV with us at hr@aliv.in

Website: https://www.alivtherapy.in/