Executive Assistant

Experience: 3–6 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 cell–based 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. You’ll also support basic admin and tracking—no job too small.

Core Responsibilities

1) Calendar, Priorities & Gatekeeping

- Own calendar scheduling, re-scheduling, and prioritisation; block focus time. - Ensure the Founder’s 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 Founder’s 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 Founder’s 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; 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 1–30: Understand Founder’s working style; set up filing + trackers; run calendar and MOMs independently. 2. Days 31–60: Improve cadence and communication quality; manage agency/partner follow-ups reliably. 3. Days 61–90: Operate as a true right-hand—anticipate 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/