Secretary to CEO

1. Role Overview

The Secretary to the CEO in a CRO is responsible for providing high-level administrative, organizational, and communication support to the Chief Executive Officer. This role ensures the CEO’s time is used effectively, meetings are well-prepared, confidential information is handled with discretion, and coordination across internal and external stakeholders is smooth.

2. Key Responsibilities

A. Administrative & Office Management

• Manage the CEO’s daily calendar, schedule meetings, and ensure timely reminders.
• Organize travel arrangements (domestic and international) including flights, accommodation, and itineraries.
• Prepare meeting agendas, presentations, and reports relevant to CRO projects.
• Maintain digital and physical filing systems for regulatory, operational, and strategic documents.
• Handle correspondence (emails, letters, memos) on behalf of the CEO.

B. Communication & Coordination

• Act as the primary point of contact between the CEO and internal/external stakeholders.
• Coordinate with department heads (Clinical Operations, Regulatory Affairs, Quality Assurance, Finance, HR) for project updates.
• Draft professional communications, announcements, and responses.
• Maintain confidentiality of sensitive research data and strategic plans.

C. Meeting & Documentation

• Arrange board meetings, ethics committee interactions, and sponsor meetings.
• Take accurate minutes of meetings, circulate action points, and follow up on pending tasks.
• Prepare CRO-specific documentation such as trial progress reports, regulatory submission updates, and compliance reports.

D. Research & Information Support

• Collect and compile CRO industry updates, competitor intelligence, and regulatory changes for the CEO’s reference.
• Assist in preparing strategic proposals for new clinical trials or collaborations.
• Maintain an archive of past projects, clinical trial protocols, and investigator site details.

E. Compliance & Regulatory Support

• Ensure CEO’s office complies with GCP (Good Clinical Practice) documentation requirements.
• Track submission timelines for ethics committees and regulatory authorities.
• Coordinate with QA teams for audit preparations.

3. Required Skills & Competencies

• Educational Qualification: Graduate or Postgraduate (preferably in Life Sciences, Pharma, or Business Administration).
• Technical Skills:
• MS Office (Word, Excel, PowerPoint, Outlook)
• Familiarity with clinical trial terminology, ICH-GCP guidelines
• Document Management Systems (DMS) and eTMF knowledge (advantage)
• Soft Skills:
• Excellent verbal & written communication
• High level of confidentiality and integrity
• Multitasking and prioritization abilities
• Strong interpersonal skills to liaise with regulatory bodies, sponsors, and research teams

4. Reporting Structure

• Reports directly to Chief Executive Officer.
• Works closely with:
• Clinical Operations Manager
• Quality Assurance Lead
• Regulatory Affairs Manager
• HR & Finance

5. Key Performance Indicators (KPIs)

• Timely scheduling and execution of CEO’s commitments.
• Zero missed deadlines for regulatory or sponsor-related communication.
• Accuracy and confidentiality in handling documents.
• Efficiency in travel and event coordination.
• Positive feedback from CEO and internal departments.

6. Career Growth Path

• Senior Executive Assistant to CEO
• Office Manager – CEO’s Office
• Executive Coordinator – Strategy & Projects
• Manager – CEO’s Office (Strategic Role)

Job Types: Full-time, Permanent

Pay: ₹17,000.00 - ₹22,000.00 per month

Benefits:

• Health insurance
• Provident Fund

Work Location: In person