Personal Assistant to COO

Position Title:

Personal Assistant to Chief Operating Officer (COO)

Location:

Intelligentdx Pvt Ltd, Hinjewadi, Pune

Reports To:

Chief Operating Officer

About Intelligentdx Pvt Ltd

Intelligentdx Pvt Ltd is a dynamic organization focused on delivering innovative solutions across healthcare technology, market research, and operational consulting. Our mission is to enable our clients to achieve operational excellence and digital transformation.

Position Overview

The Personal Assistant (PA) to the COO provides high-level administrative support to ensure the efficient operation of the COO’s office. This role requires exceptional organizational skills, discretion, and the ability to proactively manage schedules, communications, and priorities in a fast-paced environment.

Key Responsibilities

• Calendar & Schedule Management:

• Manage and coordinate the COO’s appointments, meetings, and travel plans.
• Ensure timely preparation of agendas and supporting documents.

• Communication Management:

• Act as the first point of contact for internal and external stakeholders.
• Draft, review, and manage correspondence and reports.

• Administrative Support:

• Prepare presentations, reports, and minutes of meetings.
• Maintain organized records and confidential files.

• Task & Project Coordination:

• Track deliverables, deadlines, and follow-ups on behalf of the COO.
• Liaise with department heads and project teams to ensure smooth workflows.

• Travel & Logistics:

• Organize domestic and international travel itineraries, including accommodations and transportation.

• Event Management:

• Assist in planning and executing company events, board meetings, and team engagements.

• Expense Management:

• Process reimbursements and maintain records of expenses.

• Confidentiality:

• Handle sensitive information with absolute discretion and professionalism.

Required Skills & Qualifications

• Bachelor’s degree in Business Administration, Management, or a related field.
• 3–5 years of experience as a Personal Assistant, Executive Assistant, or similar role supporting C-level executives.
• Proficiency in MS Office Suite (Outlook, Word, Excel, PowerPoint).
• Excellent verbal and written communication skills.
• Strong organizational and multitasking abilities.
• High degree of professionalism, discretion, and integrity.
• Ability to work proactively and independently under pressure.

Preferred Skills

• Experience in the healthcare technology or consulting sector.
• Familiarity with project management tools (e.g., Asana, Trello).
• Knowledge of travel and expense management software.

Work Environment & Culture

• Dynamic, collaborative, and entrepreneurial culture.
• Fast-paced and growth-oriented environment.
• Opportunities for professional development and learning.

Compensation

• Competitive salary based on experience and qualifications.
• Performance-based incentives.
• Benefits including health insurance and paid time off.