Executive Assistant to Managing Director

3 weeks ago

Baddi, India Mediwell Biotech Full time

Mediwell, a WHO-GMP certified pharmaceutical company specialising in OSD Formulations. Our Managing Director oversees operations, factory visits, external meetings, and coordination with multiple stakeholders. We are looking for a reliable, organized, and proactive assistant to streamline his schedule and ensure nothing slips through the cracks.

The Executive / Personal Assistant will work directly with the Managing Director and will be the primary point of contact for scheduling, communication, and organization. The goal is to anticipate needs, manage time efficiently, and ensure everything runs smoothly so that the there can be focus on strategic tasks.

Key Responsibilities

  • Manage the Managing Director's calendar: schedule, reschedule, cancel meetings; ensure sufficient time between appointments.
  • Coordinate visits to the factory: plan itineraries, ensure that the site is prepared, visitors have required access, safety, etc.
  • Screen and filter meeting requests/visitor requests; decide (or help MD decide) which are high priority.
  • Handle incoming calls, emails, messages and bring to MD's notice only those needing his attention, while handling routine items.
  • Prepare daily briefing — what's on schedule, who he's meeting, what needs to be prepared.
  • Arrange travel, lodging, local transport when needed.
  • Organize personal tasks as needed (e.g. appointments outside office, personal errands related to MD's schedule) so personal & work time don't clash.
  • Maintain files, documents, and correspondence relevant to MD (both digital and physical).
  • Take notes during meetings, follow up on action items.
  • Liaise with factory managers, department heads, external visitors to ensure clarity on expectations, timings, access, etc.
  • Ensure MD is kept informed of any changes (meetings delayed, visitor canceled, etc.) and act quickly to reorganize his day.

Skills & Qualifications

Essential:

  • Prior experience (2-5 years) as an Executive Assistant, Personal Assistant, or similar role supporting senior leadership.
  • Excellent organisational and time-management skills.
  • Very strong communication skills – verbal and written.
  • Professional demeanor; ability to deal tactfully with internal staff, visitors, clients.
  • Discretion and confidentiality.
  • Proactive, anticipates needs rather than always reacting.
  • Comfortable with handling both work and personal scheduling tasks.
  • Tech-savvy: good with email, calendar tools, MS Office (Word, Excel, PowerPoint), Google Suite, maybe basic tools like Zoom/Teams.

Desirable:

  • Experience in industrial / manufacturing / healthcare sectors.
  • Knowledge of factory operations or visitor protocols.
  • Ability to manage unpredictable schedules (factory visits, unscheduled visits, emergencies).

Job Type: Full-time

Pay: ₹15, ₹20,000.00 per month

Benefits:

  • Cell phone reimbursement
  • Health insurance
  • Provident Fund

Work Location: In person

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