Executive Assistant

Job Title:

Executive Assistant (EA) to Head – Information Technology

Department:  Information Technology

Location:

Andheri (Mumbai)
Industry:  Pharmaceutical

Experience:

4–5 years of professional experience

About the Role
We are looking for a highly driven, detail-oriented, and professional Executive Assistant to support the Head of IT in a fast-paced pharmaceutical environment. This role goes beyond calendar management — it is a strategic coordination position that plays a vital role in driving IT governance, digital transformation initiatives, and cross-functional alignment across the organization.
The ideal candidate will demonstrate exceptional organizational capability, business acumen, discretion, and the ability to proactively manage priorities in a regulated and quality-driven pharma environment.

Key Purpose of the Role
To provide high-level executive, administrative, and coordination support to the IT Head.
To act as a central coordination point between IT and other business functions including Manufacturing, Quality, Regulatory, Supply Chain, R&D, and Commercial teams.
To ensure smooth tracking of strategic IT initiatives, digital transformation projects, and governance activities.

Key Responsibilities
1. Executive & Administrative Support
Manage and prioritize the IT Head’s calendar, meetings, travel, and engagements.
Prepare meeting agendas, executive summaries, reports, dashboards, and presentations.
Draft professional communications including emails, memos, and internal announcements.
Handle confidential information related to IT strategy, budgets, audits, and transformation initiatives with utmost discretion.
2. Strategic Coordination & Governance
Coordinate IT leadership meetings, steering committees, and project governance forums.
Record meeting minutes, track action items, and ensure timely follow-up and closure.
Track progress of key IT programs including ERP, infrastructure upgrades, cybersecurity initiatives, validation activities, and digital transformation projects.
Maintain trackers for milestones, risks, dependencies, and escalations.
Support preparation for management reviews, board updates, and audit discussions.
3. Cross-Functional Collaboration
Act as the single point of coordination between IT and various pharma functions.
Facilitate communication between technical teams and business stakeholders.
Ensure alignment of deliverables and timelines across departments.
Support vendor coordination and documentation management when required.
4. Reporting & Presentation Excellence
Develop high-impact PowerPoint presentations for leadership and executive reviews.
Create dashboards and MIS reports using advanced Excel tools.
Utilize AI tools for enhanced documentation, reporting automation, and productivity improvement.
Support budget tracking and cost summaries for IT initiatives.

Required Skills & Competencies
Excellent written and verbal communication skills.
Strong command of professional email drafting and executive-level documentation.
Advanced proficiency in MS Office (Excel – formulas, pivot tables, dashboards; PowerPoint – executive decks).
Strong organizational skills with ability to manage multiple priorities.
High level of confidentiality, integrity, and professional maturity.
Ability to anticipate needs and proactively address issues.
Strong follow-up and execution capability.
Familiarity with AI productivity tools is preferred.

Education & Certifications
Bachelor’s degree in  

B.Sc. (Information Technology)  or  BBA  from a recognized institution
Strong working knowledge of  MS Office Suite , including Excel (formulas, reports), Word (documentation), PowerPoint (presentations), and Outlook (email communication)

Experience Requirements
4–5 years of overall professional experience.
Minimum 3–5 years of experience supporting senior leadership in IT or technology functions.
Experience in tracking large-scale projects and digital initiatives.
Exposure to digital transformation in pharmaceutical or regulated industries is highly advantageous.
Understanding of pharma environment, compliance requirements, and audit sensitivity is preferred.

Why Join Us?
Be part of a rapidly evolving pharmaceutical organization driving digital excellence.
Opportunity to work closely with senior leadership and gain exposure to strategic IT initiatives.
Contribute to transformative projects
Free access to on-site gym facilities.