Personal Secretary

Job description We are seeking a highly organized, discreet, and proactive Personal Secretary to the Managing Director of our 125-year-old pharmaceutical company. The ideal candidate will play a pivotal role in supporting the MD in all executive, administrative, and operational functions, ensuring maximum efficiency in managing a high-impact leadership role within a heritage-driven, science-focused organization. Key Responsibilities: 1. Executive Administrative Support Manage the MDs daily calendar, appointments, internal and external meetings, and event schedules. Draft, review, and manage confidential correspondence (emails, memos, letters, etc.). Prepare high-level reports, board presentations, and regulatory documents as required. 2. Meeting & Communication Management Coordinate meetings with leadership, clients, government officials, industry bodies, and regulatory agencies. Record and distribute meeting minutes with accurate follow-up on action points. Act as a gatekeeper and liaison for all communications and requests to the MD’s office. 3. Travel & Logistics Plan and execute end-to-end domestic and international travel including visa, accommodation, transportation, and itinerary coordination. Prepare detailed travel briefs and ensure logistical support during pharma events, expos, and regulatory conferences. 4. Confidentiality & Compliance Maintain strict confidentiality regarding strategic decisions, R&D information, and corporate documentation. Ensure all records and activities adhere to pharma industry compliance standards and internal company SOPs. 5. Relationship Management Build and maintain professional relationships with stakeholders, board members, healthcare professionals, and regulatory authorities. Handle VIP guests, media queries, and dignitaries visiting the MD’s office with utmost professionalism. 6. Project & Office Coordination Provide administrative support on special projects involving R&D, manufacturing operations, or marketing. Ensure smooth functioning of the MD’s office, including staff coordination and resource planning. Candidate Requirements: Bachelor’s Degree (preferred: Business Administration, Life Sciences, Pharma Management, or related field). 5+ years of experience as a Personal Secretary/Executive Assistant to C-level executives, preferably in the pharmaceutical or healthcare industry. Excellent verbal and written communication skills in English (regional language proficiency is a plus). Proficient in MS Office Suite, calendar management tools, and business communication platforms. High emotional intelligence, integrity, and discretion. Strong time management, multitasking, and organizational skills. Role: Executive Assistant Industry Type: Pharmaceutical & Life Sciences Department: Consulting Employment Type: Full Time, Permanent Role Category: Other Consulting Education UG: Any Graduate PG: MBA/PGDM in Operations Key Skills Skills highlighted with ‘‘ are preferred keyskills Meeting PlanningSecretarial ActivitiesCalendar Management Fixing AppointmentsTravel BookingEA