Executive Assistant / Secretary

About the Role

Unifaith Biotech Private Limited, a pharmaceutical marketing company based in New Delhi, is looking for a highly organised, proactive, and technologically skilled Executive Assistant to support the company's Directors. This is a full-time, on-site position located at Mathura Road, New Delhi, and involves managing executive-level tasks beyond routine receptionist or basic office duties.

Key Responsibilities

• Manage and maintain monthly, weekly, and daily calendars for all Directors, including scheduling meetings, appointments, conferences, and internal reviews.
• Prevent scheduling conflicts by coordinating meeting invitations, reminders, and updates, ensuring all commitments and deadlines are tracked and communicated.
• Plan and coordinate domestic and international business travel, including researching transportation, accommodation, and venue options, preparing detailed itineraries, and handling booking confirmations and last-minute changes.
• Conduct thorough research on companies, individuals, hospitals, products, and topics relevant to meetings, using credible online and AI tools to prepare concise briefing notes and agendas.
• Attend designated meetings to document accurate Minutes of Meetings, recording decisions, action items, responsible parties, and deadlines, and follow-up to ensure timely completion.
• Draft professional emails, letters, reports, and presentations; manage confidential correspondence and official documents.
• Coordinate communication between Directors, employees, hospitals, vendors, and other stakeholders, and provide administrative and reasonable personal assistance as required.

Candidate Profile and Skills

• Graduate degree in Business Administration, Management, Commerce, Communications, or related fields.
• Prior experience in executive assistantship or personal secretary roles is preferred, especially supporting senior management or directors.
• Experience in pharmaceutical, healthcare, or hospital sectors is advantageous but not mandatory.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint), and knowledgeable of Google Calendar or Microsoft Outlook.
• Skilled in internet research and summarising information effectively.
• Comfortable using online travel-booking platforms and AI tools such as ChatGPT or Codex.
• Strong written and verbal English communication capabilities, with professional email drafting and report preparation skills.
• Highly organised with excellent follow-up, coordination, task-tracking skills, and the ability to work independently with minimal supervision.
• High degree of discretion, maturity, confidentiality, and the ability to handle sensitive information.

Additional Information: Travel Requirements

The position requires frequent domestic travel alongside the Directors for business meetings and tours, including managing travel logistics and providing on-ground assistance during events. Flexibility and availability for travel, including potential schedule changes and urgent demands, are essential. Candidates unable or unwilling to travel regularly should not apply.

Important Note

This role demands ownership of executive-level responsibilities such as calendar management, complex travel planning, meeting research, documentation, and continuous follow-ups. It is not suitable for those seeking primarily receptionist, data-entry, or routine back-office activities.