Executive Assistant to the COO for a SME

About the Role

We are looking for a sharp, detail-oriented, and proactive Executive Assistant to support our COO in day-to-day business operations. This is a high-visibility role that requires someone who can think ahead, handle confidential information with discretion, and manage multiple priorities simultaneously. If you thrive in a fast-paced environment and enjoy being at the center of business action, this role is for you.

Responsibilities

Commercial & Business Support

• Prepare and format client quotations and proposals with accuracy and professional presentation
• Review and track Confidentiality / Non-Disclosure Agreements (CDAs/NDAs) — ensuring completeness, flagging deviations, and coordinating with legal/stakeholders for sign-off
• Prepare forecasts, and business summaries using Excel or similar tools

Client & Partner Coordination

• Schedule and coordinate product/solution demos — liaise with technical teams, prepare demo environments, and ensure smooth execution
• Draft and send meeting agendas, minutes of meeting (MoM), and follow-up action trackers
• Serve as a point of contact for internal and external stakeholders on behalf of the COO

Travel & Logistics

• Plan and book domestic and international travel — flights, hotels, visas, and ground transport
• Prepare detailed itineraries and travel packs ensuring alignment with meeting schedules
• Handle last-minute changes and rescheduling with minimal disruption

Administrative & Operational

• Manage the COO's calendar, appointments, and priority emails
• Maintain and organize business documents, contracts, and correspondence
• Prepare presentation decks, reports, and dashboards for leadership reviews
• Track key business metrics and assist with follow-ups on open action items

Expectations

✅ 2–5 years of experience as an Executive Assistant, Business Coordinator, or Operations Associate

✅ Strong command of written and spoken English — drafting, summarizing, and communicating clearly

✅ Prior exposure to commercial documents such as quotations, NDAs, or contracts

✅ Ability to manage multiple tasks under deadlines with minimal supervision

✅ Discretion in handling confidential business information

Company Description

Quascenta specializes in providing comprehensive validation lifecycle management software solutions for pharmaceutical manufacturing. Our mission is to optimize product manufacturing and cleaning processes, ensuring compliance, efficiency, and cost savings. With flagship products like eResiduePro, eProcessPro, and eLogBook, we simplify residue calculations, track critical processes, and organize validation documents while ensuring regulatory compliance. Our solutions incorporate decades of domain expertise to address unique challenges in the pharmaceutical industry. Headquartered in Chennai, we are driven to empower our clients with innovative tools that support their success.