PS to the Chairman

The Personal Secretary (PS) to the Chairman will provide confidential, professional, and efficient administrative and executive support to the Chairman. The position will be responsible for managing the Chairman’s schedule, appointments, meetings, correspondence, documents, communications, and follow-up activities while ensuring smooth coordination with senior management, doctors, department heads, external stakeholders, and other concerned parties.

The role requires a high level of discretion, professionalism, communication skills, organizational ability, and attention to detail, particularly when handling confidential corporate, financial, medical, employee, and management-related information.

• Manage and maintain the Chairman’s daily schedule, appointments, meetings, engagements, and commitments.

• Provide timely reminders and necessary background information before meetings and appointments.

• Maintain an organized filing and documentation system for the Chairman’s Office.

• Prepare and maintain necessary records, registers, contact lists, and confidential documents.

• Schedule and coordinate meetings with Board Members, Directors, senior management, doctors, consultants, department heads, government officials, business partners, and other stakeholders.

• Visit various Government Health Authorities like Directorate General of Health Services (DGHS) and others, Medical & Professional Councils, Medical Specialty Societies etc.

• Prepare meeting agendas, supporting documents, presentations, and briefing materials when required.

• Ensure timely circulation of meeting notices and relevant documents.

• Monitor pending action items and follow up with respective departments/persons to ensure timely completion.

• Manage incoming and outgoing correspondence for the Chairman’s Office.

• Draft, review, format, and proofread letters, emails, notices, memos, official communications, and confidential correspondence.

• Coordinate communication between the Chairman and internal/external stakeholders.

• Maintain professionalism and appropriate protocol in all communications on behalf of the Chairman.

• Handle confidential information relating to hospital operations, financial matters, employees, doctors/consultants, patients, business plans, contracts, legal matters, and management decisions with utmost discretion.

• Maintain physical and electronic records of important documents and correspondence.

• Ensure that sensitive information is not disclosed to unauthorized persons.

• Ensure appropriate hospitality and protocol for high-profile visitors.

• Prepare and organize Board/management meeting documents as instructed.

• Handle special projects and assignments entrusted by the Chairman.

• Conduct basic research, information gathering, and data compilation when required.

• Prepare presentations, briefing notes, summaries, and management reports as instructed.

• Perform any other duties related to the Chairman’s Office and organizational requirements.