Executive Assistant To Chief Executive Officer

About the Company:

Emcure Pharmaceuticals is an Indian multinational that specializes in manufacturing generic pharmaceuticals and active pharmaceutical ingredients (APIs). Founded in 1983, it has grown into a significant player in the global pharmaceutical industry, focusing on Gynaecology, Oncology, Cardiology, and Anti-Infective therapies. Emcure is known for its commitment to innovation, quality, and affordable healthcare solutions worldwide.

Job Summary:

We are seeking a detail-oriented and efficient Personal Secretary / Coordinator to provide comprehensive administrative and coordination support to designated senior management. This role involves managing expenses, travel arrangements, facilitating agreements, tracking budgets, and coordinating various activities including doctor engagements, meetings, and conferences. The ideal candidate will be highly organized, possess excellent communication skills, and be adept at managing multiple tasks simultaneously within a fast-paced pharmaceutical environment.

Roles and Responsibilities:

Administrative & Expense Management:

• Provide administrative assistance including managing correspondence, scheduling, and maintaining records. • Process and track expense reports.

• Handle Travel Planning (TP) arrangements including booking tickets and accommodations.

• Facilitate the arrangement and processing of various agreements.

• Maintain meticulous records and track expenses.

• Coordinate activities such as doctor bookings and taxi arrangements. • Compile and maintain various data related to expenses incurred on doctors.

• Collect weekly sales reports from BDMs and ZMs and share them with the President's Secretary. CME (Continuing Medical Education) Related Work

• Receive participant lists for CME events.

• Compile and consolidate the participant lists accurately.

• Obtain necessary approvals.

• In cases where the CME city lacks a designated BTC (Budgeted Travel & Conference) hotel, process advance payments.

• When a BTC hotel is available, send accommodation requests to CRM (Customer Relationship Management) in the prescribed format, 45 days in advance. Conference Related Work:

• Request and obtain confirmed doctor lists for conferences.

• Submit conference participation requests to CRM in the specified format. Agreement Related Work:

• Perform a basic initial check of agreements received from the field.

• Forward checked agreements to CRM for further processing.

• Following the President's approval, draft the agreement and obtain the Review Meeting Related Work:

• Coordinate travel, accommodation, and venue arrangements for review meetings with CRM.

• Prepare the meeting itinerary and share it with CRM. CBM (Cycle Based Meeting) Related Work:

• Share necessary details (stay, venue, travel) with CRM for CBM arrangements.

• Communicate CBM-related details to all concerned stakeholders.

• Calendar Management Qualifications and Experience:

• Bachelor's degree in any discipline

• 3 to 4 years of experience in a secretarial or administrative role, preferably in the pharmaceutical industry.

• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).

• Familiarity with CRM systems and travel booking processes is an advantage. Skills and Competencies:

• Excellent organizational and time management skills.

• Strong written and verbal communication skills.

• Attention to detail and high level of accuracy.

• Ability to handle confidential information with discretion.

• Proactive and able to take initiative.

• Strong follow-up skills and ability to meet deadlines.

• Good interpersonal skills and the ability to work effectively with various stakeholders.

• Problem-solving skills and the ability to handle routine administrative issues.