Executive Assistant

Executive Assistant to Directors

Company: Unifaith Biotech Private Limited

Industry: Pharmaceutical Marketing

Location: Mathura Road, New Delhi

Employment Type: Full-Time | Work from Office

Department: Administration / Executive Office

Reports To: Directors

About the RoleUnifaith Biotech is seeking a highly organised, proactive and tech-savvy Executive Assistant to support the company’s Directors.

This is not a routine receptionist or back-office position. The selected candidate will manage executive calendars, coordinate business travel, prepare meeting briefs, document Minutes of Meetings and ensure timely follow-up on important decisions and commitments.

The ideal candidate should be resourceful, well-informed and capable of independently researching people, companies, hospitals, destinations and meeting-related topics. The candidate must anticipate requirements, organise information clearly and keep the Directors updated without needing constant supervision.

Key Responsibilities

Calendar and Schedule Management

• Manage monthly, weekly and daily calendars for all Directors.
• Schedule business meetings, appointments, conferences and internal reviews.
• Identify and prevent scheduling conflicts.
• Send meeting invitations, reminders and timely schedule updates.
• Maintain a structured record of upcoming meetings, commitments and deadlines.
• Share daily and weekly schedules with the Directors.

Business Travel Management

• Plan and coordinate domestic and international business travel.
• Research and compare flights, trains, hotels, local transportation and meeting venues.
• Prepare detailed, day-wise travel itineraries.
• Maintain complete records of tickets, hotel confirmations and other bookings.
• Manage cancellations, rescheduling and last-minute changes.
• Coordinate with employees, travel agents, hotels and external parties.
• Organise supporting documents required for official travel.

Meeting Preparation and Research

• Research companies, individuals, hospitals, products and relevant discussion topics before meetings.
• Prepare concise briefing notes and background summaries for the Directors.
• Develop meeting agendas and organise supporting documents.
• Ensure that the Directors have all necessary information before each meeting.
• Use reliable online sources and AI tools responsibly to conduct research.

Minutes and Follow-Ups

• Attend designated meetings and prepare accurate Minutes of Meetings (MoM).
• Clearly record decisions, action points, responsible persons and deadlines.
• Circulate meeting minutes to relevant stakeholders when instructed.
• Maintain an action tracker and follow up with employees and external parties.
• Provide regular progress updates to the Directors.
• Ensure that important commitments do not remain incomplete or get overlooked.

Executive and Secretarial Support

• Draft professional emails, letters, reports and presentations.
• Organise documents, records and confidential correspondence.
• Coordinate communication between Directors, employees, hospitals, vendors and other stakeholders.
• Assist with official administrative work and reasonable personal-assistance tasks.
• Handle sensitive business and personal information with complete confidentiality.
• Perform other executive-assistance responsibilities assigned by the Directors.

Required Skills

• Excellent calendar, scheduling and time-management abilities.
• Strong internet research and information-summarising skills.
• Proficiency in Microsoft Word, Excel and PowerPoint.
• Working knowledge of Google Calendar or Microsoft Outlook.
• Comfortable using online travel-booking platforms.
• Familiarity with AI tools such as ChatGPT or Codex.
• Strong written and spoken English.
• Professional email-drafting and communication skills.
• Ability to prepare presentations, reports and Minutes of Meetings.
• Strong follow-up, coordination and task-tracking skills.
• Ability to learn new software and digital tools quickly.
• High level of discretion, maturity and confidentiality.
• Ability to prioritise multiple assignments and work with minimal supervision.

Candidate Profile

• Graduate in Business Administration, Management, Commerce, Communications or a related discipline.
• Relevant experience as an Executive Assistant, Personal Assistant, Personal Secretary or in an executive-support role is preferred.
• Experience supporting senior management, Directors, founders or business owners will be an advantage.
• Experience in the pharmaceutical, healthcare or hospital sector is desirable but not mandatory.
• The candidate should be proactive, dependable, presentable, detail-oriented and solution-focused.

Business Travel and Tour Coordination

• Must be willing and available to travel frequently with the Directors for domestic business meetings and company tours.
• Coordinate the complete travel schedule, including flights, trains, hotels, local transportation and meeting arrangements.
• Provide on-ground assistance during business tours, meetings, conferences and corporate events.
• Remain flexible for travel plans, schedule changes and urgent business requirements.
• Maintain travel documents, itineraries, confirmations and expense records.

What We Are Looking ForWe need someone who:

• Anticipates requirements instead of waiting for every instruction.
• Keeps the Directors informed with relevant and verified information.
• Can independently research a subject and prepare a useful summary.
• Maintains accurate records and follows tasks through to completion.
• Is comfortable handling calendars, travel, technology and confidential information.
• Demonstrates professional judgement and takes ownership of responsibilities.

Important: This role is suitable for candidates seeking a serious Executive Assistant position involving calendar ownership, business-travel planning, meeting research, documentation and continuous follow-up. Candidates looking primarily for receptionist, data-entry or routine back-office work may not be suitable. Frequent domestic travel is an essential requirement of this position. Candidates who are unable or unwilling to travel regularly should not apply.