Personal Assistant to Orthopaedic Surgeon

Job Title: Personal Assistant to Regenerative Orthopaedic Surgeon

Location: Kochi (Main Clinic) – with Coordination Support for Branches in Chennai & Calicut Reports to: Regenerative Orthopaedic Surgeon

Employment Type: Full-Time

Job Summary

We are seeking a highly organized, reliable, and proactive Personal Assistant to support a senior Regenerative Orthopaedic Surgeon in both clinical and administrative responsibilities. This role requires a balance of personal assistance, task coordination, patient communication, and oversight of operational functions across a multi-location clinic setup. The ideal candidate will be able to ensure the smooth daily running of the doctor's schedule and support non-financial clinic operations with discretion and initiative.

Key Responsibilities

1. Personal & Executive Assistance

Maintain an updated pending task list for the doctor and provide timely reminders and follow-ups

Manage the doctor’s calendar for appointments, surgeries, meetings, and travel

Draft and respond to emails/messages per the doctor’s instructions; ensure all critical communications are tracked and responded to

Prepare documents, presentations, and notes for meetings, workshops, or research as required

Handle personal or professional errands and logistics as needed

3. Clinic Operations Oversight (Excluding Accounting)

Provide the doctor with a regular overview of clinic performance and staff matters

Oversee daily functioning of the Kochi clinic and coordinate with Chennai and Calicut branches

Monitor maintenance and ensure issues are promptly resolved through appropriate channels

Act as the central point for addressing operational inefficiencies and escalating them as needed

Ensure balance in daily appointment volumes – avoiding overcrowding on some days and underutilization on others

4. Human Resource Support (Approx 25 Staff Across Branches)

Monitor punctuality, attendance, and leave schedules of all staff

Coordinate with clinic leads to ensure proper duty rotation and staffing

Keep the doctor informed on HR matters including staff conduct, leave issues, and overall team functioning

Assist with new staff onboarding, internal communication, and implementation of work discipline

Oversee operations across Chennai and Calicut branches and provide necessary updates to the doctor.

Flag performance issues or staff complaints for the doctor’s review and support internal resolution

5. Patient Coordination & Appointment Oversight

Work with the front desk and telecalling teams to manage patient appointments effectively

Work closely with the telecalling and front desk teams to ensure calls are answered professionally and appointments are scheduled efficiently

Monitor and report complaints related to telecalling performance, appointment congestion, or underbooking

Address complaints related to patient call handling, delays, or improper responses

Ensure clear communication across departments to avoid patient delays and confusion

Support post-visit follow-up processes and maintain professionalism in all patient-facing communication

6. Documentation & Coordination

Maintain organized records of communications, memos, HR files, and clinic updates

Ensure confidentiality of sensitive patient and staff information

Coordinate with external vendors, medical reps, service providers, and labs as needed

Liaise between the doctor, internal staff, and external service providers

Ensure smooth coordination between branches and report key updates to the doctor

7. Other Support Duties

Assist with event or conference planning, medical seminar coordination, or doctor’s travel logistics

Take initiative to handle additional responsibilities as assigned, and act as a reliable point of contact for internal and external matters

Required Skills & Competencies

Strong organization, multitasking, and time management abilities

Excellent written and verbal communication skills

Professional conduct, discretion, and trustworthiness

Confident in interpersonal communication, especially in dealing with staff and patients

Proficient in Microsoft Office Suite, and familiarity with clinic or EMR systems

Problem-solving mindset and ability to work under pressure

Qualifications & Experience

Bachelor’s degree preferred in healthcare administration, business, HR, or related field

Minimum 3 years of experience in a Personal Assistant, Clinic Coordinator, or Executive Assistant role

Experience working in a medical or clinical setting is a strong advantage

Understanding of basic HR coordination and clinic operational workflows is desirable
To Apply: Please submit your updated CV and a short cover letter to [email protected]. Only shortlisted candidates will be contacted.

Job Types: Full-time, Permanent

Pay: ₹45,000.00 - ₹55,000.00 per month

Experience:

• Personal assistant: 3 years (Required)

Language:

• English (Required)
• Tamil (Required)