Executive Assistant

Job Description: Executive Assistant

The Executive Assistant to the CEO will provide comprehensive administrative support to the CEO & the staff, ensuring seamless operations in a dynamic, high-demand environment. This role requires a highly motivated individual with exceptional organizational skills, the ability to prioritize tasks, and a strong ability to handle complex and confidential matters with discretion. The Executive Assistant will be the primary point of contact for internal and external stakeholders and will play a key role in assisting with strategic decision-making processes.

Key Responsibilities:

• Calendar and Schedule Management:
• Manage and maintain the CEOs complex calendar, scheduling meetings, travel, and appointments.
• Prioritize and coordinate the CEOs day-to-day schedule to ensure effective time management.
• Handle and resolve scheduling conflicts as they arise.
• Communication Liaison:
• Act as the main point of contact between the CEO and internal/external stakeholders i.e All Departments
• Draft, review, and send communications on behalf of the CEO.
• Manage LinkedIn Page, WhatsApp Group, emails, phone calls and other forms of communication, addressing or redirecting as necessary.
• Travel and Logistics Coordination:
• Arrange travel, accommodations, and itineraries for the CEO (personal & professional) & the team, ensuring smooth travel experiences.
• Prepare detailed travel itineraries and provide assistance during trips.
• Meeting and Event Coordination:
• Organize and coordinate meetings, conferences, and events on behalf of the CEO.
• Prepare meeting agendas, take minutes, and track action items.
• Ensure all meeting materials are prepared in advance and assist in follow-up actions.
• Document and Report Management:
• Good proficiency in various software (ex Notion, project management soft, CRM systems, etc)
• Assist in the preparation of reports, presentations, and proposals for the CEOs review.
• Ensure timely preparation and distribution of documents as requested.
• Handle confidential and sensitive information with integrity and discretion.
• Project Support:
• Provide administrative support for key projects and initiatives led by the CEO.
• Track deadlines and deliverables, helping to ensure projects are completed on time.
• Office Management:
• Maintain a tidy and organized office environment for the CEO.
• Coordinate with other departments and vendors to ensure smooth office operations.

Qualifications:

• Education:
• Bachelor's degree preferred or equivalent experience.
• Experience:
• Minimum of 3-8 years of experience supporting the senior management.
• Experience with calendar management, travel coordination, and handling confidential matters.
• Experience in pharma industry will be a significant advantage
• Skills:
• Good Analytical & Strong Research skills
• Exceptional organizational and time-management skills.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Strong written and verbal communication skills
• Ability to handle multiple tasks and prioritize effectively in a fast-paced environment.
• High attention to detail and accuracy.
• Personal Attributes:
• Strong interpersonal skills and the ability to work well with people at all levels of the organization.
• Proactive, with the ability to anticipate the needs of the CEO is a must.
• Strong problem-solving skills and a calm demeanor under pressure.
• Ability to handle sensitive and confidential information with discretion.