Personal Assistant

About the Role

The Personal Assistant will provide comprehensive administrative, operational, and business coordination support to senior management at WOUND CARE PRODUCTS. Beyond conventional personal assistance, the role requires active involvement in coordinating business activities, supporting product promotion, managing follow-ups, monitoring inventory requirements, coordinating orders and payments, and maintaining effective communication with customers, hospitals, vendors, and internal teams. The candidate will be expected to accompany senior management on business visits, promotional activities, customer meetings, and follow-up visits to healthcare institutions across India, as required. The role demands a proactive, organized, and responsible individual who can anticipate requirements, prioritize tasks, ensure timely execution, and align day-to-day business activities with management’s objectives.

Key Responsibilities

• Executive and Personal Assistance

• Manage the executive’s calendar, appointments, meetings, travel arrangements, and daily schedule.

• Handle phone calls, emails, correspondence, documentation, and confidential information professionally.

• Prepare meeting notes, maintain records, track commitments, and follow up on pending action items.

• Coordinate domestic travel and be available for short-notice travel when required.

• Business Development and Product Promotion

• Accompany senior management on visits to hospitals, healthcare institutions, and other prospective customers.

• Assist in product presentations, promotional activities, sample submissions, demonstrations, and customer follow-ups.

• Coordinate with hospital personnel, procurement teams, nursing staff, OT in-charges, and other relevant stakeholders.

• Track customer feedback, product requirements, pending approvals, and opportunities for business development.

• Order Management and Payment Follow-ups

• Coordinate with customers and internal teams regarding quotations, purchase orders, order status, and deliveries.

• Follow up on outstanding payments and maintain updated records of receivables.

• Ensure timely communication between customers, management, accounts, and operations teams.

• Monitor pending orders and help resolve delays or coordination issues.

• Inventory and Requirement Management

• Monitor stock availability and maintain records of inventory, product movement, and material requirements.

• Coordinate with relevant teams to identify shortages, replenishment needs, and upcoming requirements.

• Follow up on product availability, packaging, dispatches, and delivery schedules.

• Help ensure that customer and business requirements are communicated and addressed on time.

• Vendor Coordination and Procurement Support

• Coordinate with vendors, suppliers, manufacturers, and service providers.

• Follow up on procurement requirements, quotations, production schedules, deliveries, and pending commitments.

• Maintain vendor records and ensure timely communication regarding operational requirements.

• Assist management in resolving supply-related issues and maintaining effective vendor relationships.

• Business Operations and Activity Alignment

• Coordinate and align daily business activities across sales, administration, inventory, procurement, accounts, and customer service.

• Maintain a structured follow-up system for meetings, orders, payments, customer requirements, and vendor commitments.

• Prepare periodic status updates and reports for management.

• Identify pending tasks, anticipate operational requirements, and ensure that important activities are completed within agreed timelines.

Requirements & Tech Stack

• Strong organizational, planning, time-management, and multitasking abilities.
• Excellent verbal and written communication skills.
• Proficiency in diary management, scheduling, documentation, and executive administration.
• Working knowledge of MS Office, spreadsheets, email, and basic business record management.
• Ability to coordinate with customers, hospitals, vendors, suppliers, and internal teams.
• Good follow-up skills, attention to detail, accountability, and problem-solving ability.
• Professional conduct, discretion, confidentiality, and a proactive approach to work.
• Willingness to travel across India, accompany senior management on business visits, and travel at short notice.

Qualifications

• Prior experience in personal assistance, executive administration, sales coordination, operations, or healthcare-related business support is preferred.
• A relevant diploma or bachelor’s degree would be an advantage.