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.

**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