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JOB DESCRIPTION
Personal Assistant / Executive Secretary to Dr. Rajinikanth

Organisation: BM Hospitals / BM Elite International Clinic
Location: Chennai — Nanganallur / Velachery
Employment: Full-time
Reporting to: Dr. Rajinikanth, Plastic & Hair Transplant Surgeon

Role overview

We are looking for a professional, organised, and discreet Personal Assistant / Executive Secretary to support Dr. Rajinikanth in managing his schedule, communication, administrative priorities, and follow-ups across clinical practice and business activities.

The role requires someone who can anticipate requirements, coordinate with multiple teams, maintain confidentiality, and ensure assigned tasks are completed without repeated reminders.

Key responsibilities

1. Calendar and appointment management

• Manage the doctor’s calendar, including consultations, procedures, meetings, travel, and professional commitments.
• Coordinate with clinical teams to prevent scheduling conflicts and allow adequate time between commitments.
• Confirm appointments, communicate changes promptly, and prepare the next day’s schedule.
• Maintain reminders for important dates, commitments, and deadlines.

2. Communication and correspondence

• Screen and prioritise calls, emails, WhatsApp messages, and meeting requests.
• Draft professional emails, letters, meeting notes, and other correspondence for approval.
• Communicate instructions accurately to the relevant teams and follow up on responses.
• Handle enquiries courteously and escalate urgent or sensitive matters promptly.

3. Task tracking and follow-up

• Maintain a central tracker of tasks, deadlines, responsible persons, and pending decisions.
• Follow up with department heads, staff, vendors, and external consultants on assigned work.
• Record meeting decisions and track action points through completion.
• Provide a concise daily briefing covering the schedule, pending approvals, urgent matters, and overdue tasks.

4. Clinical and business coordination

• Liaise with clinic managers, front-office staff, clinical teams, accounts, HR, marketing, and external partners.
• Coordinate meetings and prepare the required documents or background information.
• Support administrative follow-ups for ongoing projects, professional events, and business activities.
• Arrange travel, accommodation, registrations, and meeting logistics when required.

5. Documentation and confidentiality

• Maintain organised digital and physical records with clear naming and version control.
• Prepare presentations, spreadsheets, reports, and summaries as required.
• Handle patient information, financial records, business plans, research material, and intellectual property with strict confidentiality.
• Share information only with authorised persons and use approved systems for storing and transferring documents.

6. Executive and personal administrative support

• Assist with agreed personal appointments and administrative commitments linked to the doctor’s schedule.
• Maintain relevant contact lists, expense records, and reimbursement documentation.
• Anticipate practical requirements and resolve routine administrative issues independently within delegated authority.

Qualifications and experience

• Graduate in any discipline.
• Preferably 3–5 years of experience as a Personal Assistant, Executive Assistant, or Secretary supporting a senior professional.
• Experience in a hospital, clinic, healthcare organisation, or founder’s office is an advantage.
• Strong spoken and written English and Tamil.
• Proficiency in MS Word, Excel, PowerPoint, email, calendars, and online meeting tools.
• Ability to draft clear correspondence and maintain accurate records.

Essential qualities

• Excellent organisation, punctuality, and attention to detail.
• Strong follow-through and the ability to manage changing priorities.
• Professional conduct, discretion, and sound judgment.
• Confident, respectful communication with staff and external contacts.
• Ability to work independently and remain calm under pressure.
• Comfortable using digital tools; confidential information must not be entered into unapproved applications or AI tools.

Role boundaries

This is an executive support role. The selected candidate must not provide medical advice, make clinical decisions, approve expenditure, sign documents, or commit the doctor or organisation without explicit authorisation.

Performance expectations

• An accurate calendar with minimal avoidable scheduling conflicts.
• Timely communication and reliable follow-up.
• Clear visibility of pending tasks and deadlines.
• Accurate, readily retrievable documents.
• Strict adherence to confidentiality and professional standards.

Working arrangements

Primarily on-site, with coordination between Nanganallur and Velachery as required. Working hours, weekly off, travel requirements, and any occasional support outside regular hours will be agreed at appointment.

Compensation: Commensurate with experience, communication skills, and ability to manage the role independently.

Pay: ₹12,000.00 - ₹18,000.00 per month

Application Question(s):

• What is your Expected Salary?

Education:

• Bachelor's (Preferred)

Experience:

• Secretarial work: 1 year (Preferred)

Language:

• Hindi (Preferred)
• Tamil (Preferred)

Work Location: In person