Executive Assistant

Vibcare Pharma Pvt. Ltd.; Panchkula; On-site; INR 500,000 - 800,000; Full time

Benefits offered by this job

Health insurance

PF / ESIC as per policy

Performance incentives

Job summary

Vibcare Pharma Pvt. Ltd. invites an experienced Executive Assistant to support senior leadership. The role covers calendar management, cross‑department coordination, meeting preparation, and executive correspondence to ensure smooth daily operations.

The candidate will handle meetings, minutes, and action tracking, liaise with Sales, Purchase, Accounts, and HR, and produce reports and management summaries using Advanced Excel. A short Excel test may be conducted.

Qualifications

• 4–5 years of proven experience as an Executive Assistant or similar role supporting senior leadership.
• Graduate in any stream (BBA, B.Com, or related field).
• Proficiency in MS Office and Google Workspace; strong drafting and minute-taking skills.

Responsibilities

• Manage calendar and schedule, prioritize meetings, and resolve conflicts.
• Coordinate meetings, prepare agendas, briefing documents, and detailed MoMs.
• Track action items with department heads and ensure timely completion.
• Liaise across Sales, Purchase, Accounts, and HR to streamline communications.
• Prepare reports and executive summaries using Advanced Excel; create slide decks in PowerPoint.
• Arrange travel, bookings, and itineraries; handle confidential records.

Skills

Calendar management

MoM minutes

Executive communication

MS Office & Google Workspace

Email drafting

English & Hindi

Education

Graduate (BBA, B.Com, or related)

Tools

Google Calendar / Outlook

Advanced Excel (VLOOKUP, Pivot Tables)

PowerPoint

Job description

Vibcare Pharma Pvt. Ltd. is a leader in pharmaceutical innovation, known for cutting‑edge marketing and manufacturing. Our state‑of‑the‑art facilities and commitment to R&D drive our growth, while our focus on employee well‑being makes us a top employer.

Job Description

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

• Calendar & Schedule Management: Organize daily appointments, prioritize meetings, manage conflicting priorities, and maintain the executive schedule using Google Calendar / Outlook.
• Meeting Coordination: Prepare meeting agendas, compile briefing documents, attend strategic discussions, and record detailed minutes of meeting (MoM) for distribution.
• Action Item Tracking: Follow up with department heads on pending tasks, track operational deliverables, and ensure timely completion of assigned action points.
• Cross‑Department Liaison: Coordinate between the executive office and internal teams including Sales, Purchase, Accounts, and HR to streamline operational communication.
• Reports & MIS Preparation: Consolidate departmental data, prepare executive summaries, and build management reports using Advanced Excel (VLOOKUP, Pivot Tables).
• Presentation & Documentation: Draft formal business correspondence, memos, and create executive‑level slide decks using PowerPoint for review meetings.
• Travel & Logistics: Manage complete travel arrangements including flight bookings, hotel accommodations, local conveyance, and detailed travel itineraries.
• Confidential Record Keeping: Maintain secure physical and digital filing systems, handle sensitive business information, and ensure strict confidentiality across all communications.

Requirements

• Experience: 4–5 years of proven experience as an Executive Assistant, Personal Assistant, or Executive Secretary supporting senior leadership.
• Education: Graduate in any stream (BBA, B.Com, or related field preferred).
• Skills:
  • High proficiency in MS Office (Excel, Word, PowerPoint) and Google Workspace.
  • Strong capability in drafting formal emails, executive summaries, and minutes of meeting (MoM).
  • Excellent verbal and written communication skills in English & Hindi.
  • Demonstrated ability to manage tight schedules and multitask under pressure.
• High level of integrity and strict adherence to confidentiality.
• Strong organizational skills and keen attention to detail.
• Proactive problem solver with excellent follow‑up discipline.

(A short Excel test may be conducted.)

• Competitive salary + performance incentives
• Health insurance (as per company slab)
• PF / ESIC as per company policy
• Supportive and professional work environment