Executive / Personal Secretary To Chief Operating Officer (COO)

Job Title:

Reporting To:

Role Summary:

Key Responsibilities:Administrative & Secretarial Support

• Manage the COO s calendar schedule, confirm, and coordinate meetings, appointments, and weekly internal reviews.


• Confirm and follow up on weekly internal meetings that must be attended by the COO.


• Schedule internal meetings with HODs and managers as instructed by the COO.


• Handle internal and external calls, connecting them to the COO as required.


• Prepare, draft, and type letters, official communications, and reports as instructed by the COO.


• Maintain and update filing systems (both physical and electronic) for all correspondence, documents, and approvals.


• Coordinate travel, lodging, and logistics for the COO and visiting delegates.


• Process expense statements, approvals, and reimbursements related to the COO s office.

Data & Report Management

• Maintain daily patient count data based on visits across hospital departments.


• Prepare and maintain month-wise reports of patient referrals by doctors.


• Maintain monthly data on conversions by department, as directed by the COO.


• Prepare periodic operational and performance reports to support decision-making by the COO.


• Track and compile data for management review meetings, ensuring accuracy and timeliness.

Coordination & Communication

• Act as the primary liaison between the COO s office and all internal departments.


• Communicate with HODs and Managers to collect updates, relay instructions, and ensure timely follow-up of pending tasks.


• Coordinate and communicate with other departments regarding any information, data, or updates as directed by the COO.


• Ensure smooth information flow between the COO and all stakeholders internal teams, management, and external partners.


• Follow up on decisions made in meetings to ensure completion and reporting back to the COO.

Planning & Strategy Support

• Assist the COO in preparing presentations, meeting briefs, reports, and dashboards.


• Support compilation of department-wise KPIs, operational data, and project status reports.


• Track progress of key initiatives or improvement projects and report updates to the COO.

Confidentiality, Governance & Compliance

• Maintain strict confidentiality of all information handled by the COO s office.


• Ensure compliance with hospital s documentation, approval, and data privacy policies.


• Support the COO in preparation of materials for audits, accreditation, or management reviews.

Qualifications & Experience:

• Bachelor s degree (in any discipline) preference for Business Administration, Commerce, or related field.


• 1 3 years of experience as Executive / Personal Secretary, preferably in hospital or corporate healthcare.


• Excellent communication (English, Kannada preferred), documentation, and interpersonal skills.


• Strong computer skills (MS Office Excel, Word, PowerPoint, Outlook).


• Proven ability to handle confidential information, multitask, and work under pressure.


• Highly organized, detail-oriented, and proactive in anticipating requirements.

Key Performance Indicators (KPIs):

• Accuracy and timeliness of reports and data maintained.


• Meeting schedules, follow-ups, and completion of assigned actions.


• Communication efficiency with HODs, Managers, and other departments.


• Confidentiality and professionalism in handling information.


• COO s satisfaction with administrative and coordination support.