Secretary / Executive Assistant

Job Summary The Personal Secretary will provide direct administrative, communication, and operational support to the Managing Director of Save Medha Foundation, Dantura Botanics, Medha Clinic, and the Natural Immunotherapy ecosystem. This role requires exceptional organizational skills, time-management, communication ability, and the ability to handle confidential information with maturity. The Secretary will coordinate meetings, manage schedules, prepare documents, support content and research tasks, and streamline daily operations to ensure the MD’s time is used effectively. Key Responsibilities 1. Executive Assistance & Personal Support Manage the MD’s daily schedule, appointments, and travel plans. Prioritize tasks and ensure deadlines are met. Maintain a to-do list and update MD regularly. Handle confidential information with discretion. Draft emails, letters, notices, and official communication. Organize meetings, conferences, and team interactions. 2. Administrative & Office Management Maintain files, documents, contracts, and agreements. Coordinate between departments: Web Team, Research Team, Marketing, Operations, Finance. Track ongoing projects across all organizations. Manage incoming calls, messages, and communication. Prepare minutes of meetings and follow-up action points. 3. Project Coordination Assist in coordinating activities across Save Medha Foundation Dantura Botanics (eCommerce and Marketing) Medha Clinic Research Portal Natural Immunotherapy documentation Website development teams Ensure workflow moves smoothly between all teams. Track status of web development tasks (WordPress and React projects). Support coordination of SEO, content, design, and social media tasks. 4. Research & Documentation Support Assist in organizing case studies from Research Assistants. Maintain NIT case records, reports, and patient documentation. Help prepare drafts for books, articles, blogs, and presentations. Organize medical reports, before-after data, and research files. Should be able to proofread and structure content neatly. 5. Communication Management Act as the primary point of contact for internal and external communication. Maintain professional communication with partners, vendors, collaborators, and patients (as required). Draft responses and relay information accurately. Coordinate with hospital staff, diagnostic centers, media teams if needed. 6. Social Media & Online Tasks (Basic Support) (Not required to be an expert, but basic support needed) Coordinate posting schedules prepared by the content team. Collect photos, videos, and documents as requested. Maintain Google Drive, WhatsApp Business, social media folders. Help the MD review content before posting. 7. Report & Data Handling Organize patient reports from WhatsApp, email, and diagnostic centers. Create structured folders for each patient. Prepare summary sheets for the MD. Maintain expense tracking related to travel, events, meetings. 8. Event & Travel Coordination Arrange travel tickets, accommodation, meetings, and schedules. Manage event checklists and ensure successful execution. Coordinate workshops, medical camps, and conferences of Save Medha Foundation.