Job Title: Executive Assistant (EA) to Head Information Technology
Department: Information Technology
Location: Andheri (Mumbai)
Industry: Pharmaceutical
Experience: 45 years of professional experience
About the Role
We are looking for a highly driven, detail-oriented, and professional Executive Assistant to support the Head of IT in a fast-paced pharmaceutical environment. This role goes beyond calendar management it is a strategic coordination position that plays a vital role in driving IT governance, digital transformation initiatives, and cross-functional alignment across the organization.
The ideal candidate will demonstrate exceptional organizational capability, business acumen, discretion, and the ability to proactively manage priorities in a regulated and quality-driven pharma environment.
Key Purpose of the Role
- To provide high-level executive, administrative, and coordination support to the IT Head.
- To act as a central coordination point between IT and other business functions including Manufacturing, Quality, Regulatory, Supply Chain, R&D, and Commercial teams.
- To ensure smooth tracking of strategic IT initiatives, digital transformation projects, and governance activities.
Key Responsibilities
1. Executive & Administrative Support
- Manage and prioritize the IT Head's calendar, meetings, travel, and engagements.
- Prepare meeting agendas, executive summaries, reports, dashboards, and presentations.
- Draft professional communications including emails, memos, and internal announcements.
- Handle confidential information related to IT strategy, budgets, audits, and transformation initiatives with utmost discretion.
2. Strategic Coordination & Governance
- Coordinate IT leadership meetings, steering committees, and project governance forums.
- Record meeting minutes, track action items, and ensure timely follow-up and closure.
- Track progress of key IT programs including ERP, infrastructure upgrades, cybersecurity initiatives, validation activities, and digital transformation projects.
- Maintain trackers for milestones, risks, dependencies, and escalations.
- Support preparation for management reviews, board updates, and audit discussions.
3. Cross-Functional Collaboration
- Act as the single point of coordination between IT and various pharma functions.
- Facilitate communication between technical teams and business stakeholders.
- Ensure alignment of deliverables and timelines across departments.
- Support vendor coordination and documentation management when required.
4. Reporting & Presentation Excellence
- Develop high-impact PowerPoint presentations for leadership and executive reviews.
- Create dashboards and MIS reports using advanced Excel tools.
- Utilize AI tools for enhanced documentation, reporting automation, and productivity improvement.
- Support budget tracking and cost summaries for IT initiatives.
Required Skills & Competencies
- Excellent written and verbal communication skills.
- Strong command of professional email drafting and executive-level documentation.
- Advanced proficiency in MS Office (Excel formulas, pivot tables, dashboards; PowerPoint executive decks).
- Strong organizational skills with ability to manage multiple priorities.
- High level of confidentiality, integrity, and professional maturity.
- Ability to anticipate needs and proactively address issues.
- Strong follow-up and execution capability.
- Familiarity with AI productivity tools is preferred.
Education & Certifications
- Bachelor's degree in B.Sc. (Information Technology) or BBA from a recognized institution
- Strong working knowledge of MS Office Suite, including Excel (formulas, reports), Word (documentation), PowerPoint (presentations), and Outlook (email communication)
Experience Requirements
- 45 years of overall professional experience.
- Minimum 35 years of experience supporting senior leadership in IT or technology functions.
- Experience in tracking large-scale projects and digital initiatives.
- Exposure to digital transformation in pharmaceutical or regulated industries is highly advantageous.
- Understanding of pharma environment, compliance requirements, and audit sensitivity is preferred.
Why Join Us
- Be part of a rapidly evolving pharmaceutical organization driving digital excellence.
- Opportunity to work closely with senior leadership and gain exposure to strategic IT initiatives.
- Contribute to transformative projects
- Free access to on-site gym facilities.
