Executive Assistant to Top Management

Job Description:

To provide executive, administrative, analytical, and management support to the Blood Centre's top management by coordinating operations, managing data, preparing reports and presentations, monitoring key performance indicators (KPIs), supporting committee meetings, and driving continuous improvement initiatives.

 Key Responsibilities

1. Executive Support

• Provide administrative support to the Director/Medical Officer.
• Coordinate meetings, appointments, and follow-up actions.
• Prepare agendas, minutes of meetings (MoM), and action trackers.
• Handle confidential correspondence and official communications.
• Coordinate with internal departments and external stakeholders.

2. Management Information System (MIS)

• Prepare Daily, Weekly, Monthly, Quarterly, and Annual MIS reports.
• Maintain operational dashboards and management reports.
• Monitor departmental KPIs.
• Develop automated reporting systems using Excel/Power BI.
• Ensure accuracy and integrity of organizational data.

3. Data Management & Analysis

• Collect, compile, validate, and analyse operational data.
• Prepare trend analysis and performance reports.
• Monitor blood collection, utilization, wastage, inventory, donor retention, and camp performance.
• Generate statistical reports for management review.
• Identify improvement opportunities through data analysis.

4. Dashboard Development

• Develop executive dashboards covering:
• Blood Collection
• Blood Component Production
• Inventory Status
• Blood Issue & Utilization
• Camp Performance
• Donor Retention
• TAT (Turn Around Time)
• Quality Indicators
• Equipment Status
• Regulatory Compliance
• Financial & Operational KPIs

5. Presentation Development

• Prepare professional PowerPoint presentations for:
• Management Meetings
• Executive Committee
• Governing Body
• Quality Review Meetings
• NABH/NABL/FDA/NACO inspections
• Annual General Meetings
• Donor Recognition Programmes
• Present analytical data using charts, graphs, and infographics.

6. Committee Coordination

• Coordinate meetings for:
• Executive Committee
• Blood Centre Management Committee
• Quality Management Committee
• Hospital Coordination Committee
• Donene Recruitment Committee
• Finance Committee
• Disaster Preparedness Committee
• Responsibilities include:
• Agenda preparation
• Data compilation
• Presentation preparation
• Minute writing
• Action tracking
• Follow-up with departments

7. Strategic Planning Support

• Assist in annual business planning.
• Monitor organizational goals and KPIs.
• Support implementation of strategic initiatives.
• Prepare project progress reports.
• Track departmental performance against targets.

8. Documentation & Compliance

• Maintain SOPs and management documents.
• Prepare reports for NACO, FDA, NBTC, and other regulatory authorities.
• Maintain confidential management records.
• Ensure documentation complies with quality standards.

9. Project Coordination

• Coordinate special projects assigned by management.
• Monitor timelines and deliverables.
• Liaise with vendors, NGOs, hospitals, and government agencies.
• Prepare project status reports.

10. Communication

• Draft official letters and reports.
• Prepare newsletters and internal communications.
• Support social media and public awareness initiatives where required.
• Coordinate with media and public relations teams.

Key Performance Indicators (KPIs)

• Timely submission of MIS reports
• Accuracy of management dashboards
• Quality of presentations
• Committee action closure rate
• Data accuracy
• Timeliness of management reporting
• Project completion status
• Executive support effectiveness
• Documentation compliance
• Stakeholder satisfaction

Educational Qualification

• MBA (Hospital Administration / Healthcare Management / Operations / HR / Marketing)
• MHA (Master of Hospital Administration)
• MBA in Business Analytics (Preferred)
• BBA with relevant experience
• Bachelor's degree in Life Sciences with management experience

Experience

• 2–5 years in Healthcare, Blood Bank, Hospital Administration, NGO, or Healthcare Project Management.
• Fresh MBA/MHA graduates with exceptional analytical skills may also apply.
• Technical Skills
• Advanced Microsoft Excel (Pivot Tables, Power Query, Dashboards)
• Microsoft PowerPoint
• Microsoft Word
• Power BI (Preferred)
• Google Workspace
• Data Analysis & MIS Reporting
• Report Writing
• Presentation Design
• Basic Statistics
• ERP/Blood Bank Software knowledge (Preferred)

Behavioral Competencies

• Excellent communication skills
• Analytical thinking
• Problem-solving ability
• Strong organizational skills
• Leadership potential
• High attention to detail
• Confidentiality and integrity
• Time management
• Ability to work under pressure
• Professional attitude

Preferred Attributes

• Experience in blood banking or healthcare quality systems.
• Knowledge of NACO, NBTC, Drugs & Cosmetics Act, and Blood Centre regulations.
• Ability to convert data into meaningful insights for management.
• Strong presentation and committee coordination skills.
• Passion for public health and voluntary blood donation.