Executive Assistant

POSITION SUMMARY:

  Administrative and Operations support for the Managing Director (MD) of Zoetis India Limited (ZIL), Mumbai

KEY RESPONSIBILITIES:

       Admin Support to General Manager (GM)

• Manage the GM's calendar efficiently, including scheduling meetings, appointments, and travel arrangements.
• Organize detailed domestic and international travel itineraries and logistics.
• Prepare and submit monthly expense reports in Concur.
• Draft, circulate, and follow up on meeting agendas, minutes, and action items.
• Coordinate logistics for regional and global team visits to India, including invitation letter for visa, hotel, transport, and catering arrangements.
• Maintain strong working relationships with internal teams, stakeholders, and external partners.
• Provide administrative support for Board Meetings and ensure smooth execution.
• Review and verify all legal documents prior to the GM's signature.
• Manage membership renewals for industry associations (e.g., INFAH).
• Coordinate content for bi-monthly and quarterly business reviews: collect inputs, compile data / presentation in collaboration with business stakeholders.

Commercial Support

1. Event & Meeting Management

• Partner with travel partner to plan and execute cost-effective commercial events and conferences including Achievers' Club, POA, Product Launches, Leadership & Distributor Meetings.

3. Procurement Support to Teams

• Manage end-to-end procurement and distribution of festive gifts across multiple business functions (HR, Regulatory, Supply Chain, Business Units) ensuring compliance with company processes and ensuring all approvals in place.

4. Distributer Market Compliance

• Support ABAC Sales Channel System (DDQ) management and documentation

5. Contract initiation & Vendor creation for Strategy & Learning & Development Projects

• Manage the process including onboarding, agreements, PO processing, workshop logistics, participant communication, and invoice management.

Support to Zoetis India Limited (ZIL)

Travel & Expense Management

• Act as the single point of contact (SPOC) for all ZIL employee travel-related queries in collaboration with BCD Travel.
• Serve as the authorized signatory for American Express (AMEX) cards and manage @Work access for approving new card requests.
• Oversee company virtual card (BTA) usage and ensure timely payment processing.

Administrative & Asset Management

• Manage office service functions—telecommunication, visiting cards, stationery, and courier services—including monthly PO and invoice processing.
• Oversee yearly contracts, PO and vendor management for:
  • Car Service Partner
  • Stationery Vendors – including office stationery, letterheads, envelopes, and other printed materials.
• Handle procurement, tracking, and payment for company assets (iPhones, iPads, etc.).

Internal Communication & Policy Management

• Lead and manage internal communication initiatives and employee engagement through the Yammer platform.
• Support the timely updating and communication of ZIL policies in alignment with both local regulatory requirements and global corporate standards.

Site Administration

• Work closely with facilities manager to ensure all processes and procedures for office site are in place

Any unsolicited resumes sent to Zoetis from a third party, such as an Agency recruiter, including unsolicited resumes sent to a Zoetis mailing address, fax machine or email address, directly to Zoetis employees, or to Zoetis resume database will be considered Zoetis property. Zoetis will NOT pay a fee for any placement resulting from the receipt of an unsolicited resume.

Zoetis will consider any candidate for whom an Agency has submitted an unsolicited resume to have been referred by the Agency free of any charges or fees. This includes any Agency that is an approved/engaged vendor but does not have the appropriate approvals to be engaged on a search.