We are looking for an experienced Executive Assistant to support senior leadership at Vibcare Pharma. You will handle calendar management, cross-department coordination, meeting preparation, and executive correspondence to ensure smooth daily operations.
Key Responsibilities
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Calendar & Schedule Management: Organize daily appointments, prioritize meetings, manage conflicting priorities, and maintain the executive schedule using Google Calendar / Outlook.
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Meeting Coordination: Prepare meeting agendas, compile briefing documents, attend strategic discussions, and record detailed minutes of meeting (MoM) for distribution.
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Action Item Tracking: Follow up with department heads on pending tasks, track operational deliverables, and ensure timely completion of assigned action points.
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Cross-Department Liaison: Coordinate between the executive office and internal teams including Sales, Purchase, Accounts, and HR to streamline operational communication.
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Reports & MIS Preparation: Consolidate departmental data, prepare executive summaries, and build management reports using Advanced Excel (VLOOKUP, Pivot Tables).
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Presentation & Documentation: Draft formal business correspondence, memos, and create executive-level slide decks using PowerPoint for review meetings.
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Travel & Logistics: Manage complete travel arrangements including flight bookings, hotel accommodations, local conveyance, and detailed travel itineraries.
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Confidential Record Keeping: Maintain secure physical and digital filing systems, handle sensitive business information, and ensure strict confidentiality across all communications.
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Experience: 4–5 years of proven experience as an Executive Assistant, Personal Assistant, or Executive Secretary supporting senior leadership.
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Education: Graduate in any stream (BBA, B.Com, or related field preferred).
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Skills:
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High proficiency in MS Office (Excel, Word, PowerPoint) and Google Workspace.
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Strong capability in drafting formal emails, executive summaries, and minutes of meeting (MoM).
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Excellent verbal and written communication skills in English & Hindi.
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Demonstrated ability to manage tight schedules and multitask under pressure.
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Personal Traits:
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High level of integrity and strict adherence to confidentiality.
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Strong organizational skills and keen attention to detail.
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Proactive problem solver with excellent follow-up discipline.
(A short Excel test may be conducted.)
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Competitive salary + performance incentives
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Health insurance (as per company slab)
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PF / ESIC as per company policy
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Growth opportunities / clear growth path into senior roles
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Supportive and professional work environment
