Executive Assistant

2 days ago

Mumbai, Maharashtra, India Domnic Lewis Pvt. Ltd Full time ₹ 12,00,000 - ₹ 36,00,000 per year
Executive Assistant- (Director - Medical Affairs)

Domnic Lewis has been mandated to hire for Executive Assistant-(Director - Medical Affairs)

The Executive Assistant & Program Coordinator provides advanced administrative and organizational support to a senior executive. Beyond traditional secretarial duties, this role involves coordinating key functional initiatives, managing vendor operations, and supporting program-level activities that enhance the effectiveness of the leadership office.

The ideal candidate will combine exceptional organizational and communication skills with a strong ability to manage multiple priorities, projects, and stakeholder relationships in a fast-paced environment.

Key Duties and Responsibilities

Executive & Administrative Support

  • Manage the senior leader's calendar, appointments, and travel logistics.

  • Coordinate leadership meetings, governance reviews, and site events, ensuring all logistics and pre-reads are in place.

  • Prepare presentations, communications, and briefing materials with accuracy and professionalism.

  • Handle confidential correspondence and information with utmost discretion.

Program & Initiative Coordination

  • Support execution of key business or functional programs, including tracking deliverables, preparing progress reports, and managing timelines.

  • Coordinate with cross-functional teams to ensure timely closure of assigned actions.

  • Maintain dashboards, trackers, and periodic updates for leadership visibility.

  • Assist in the planning and delivery of engagement or capability-building initiatives.

Vendor & Operations Management

  • Manage vendor coordination for meetings, events, or administrative support functions.

  • Oversee PO creation, invoice processing, and vendor payments in partnership with Finance and Procurement teams.

  • Support execution of high-profile visits, conferences, and leadership offsites.

Communication & Stakeholder Management

  • Liaise with internal and external stakeholders on behalf of the leader, ensuring clear and timely communication.

  • Draft and circulate key updates, announcements, or minutes of meetings.

  • Support the leadership team with data consolidation, scheduling, and follow-ups across projects.

Required Skills and Competencies

  • Strong program coordination and follow-through skills.

  • Excellent organizational and multitasking ability.

  • High level of confidentiality and judgment in handling sensitive matters.

  • Excellent written and verbal communication skills.

  • Proficiency in Microsoft Office Suite, Teams, and collaboration tools.

  • Strong interpersonal skills with the ability to work effectively across teams.

Qualifications and Experience

  • Graduate with 8-12 years of experience in executive or administrative support roles.

  • Prior experience in managing programs, events, or cross-functional initiatives is desirable.

  • Experience working in a multinational or matrix environment is preferred.

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