Administrative Assistant

     

JOB DESCRIPTION:

Primary Job Function:

•   Provide administrative and secretarial support to the organization, ensuring efficient daily operations and professional service delivery.
•   Prepare and produce documents, reports, presentations, and correspondence with a high degree of accuracy, quality, and timeliness.
•   Collect, record, sort, track, and file information in accordance with established organizational procedures and compliance standards.
•   Manage incoming and outgoing mail, communications, and inquiries, ensuring proper routing, timely responses, and professional handling.
•   Coordinate travel arrangements, including flights, accommodations, visas, itineraries, and logistics for team members and leadership.
•   Schedule appointments, meetings, and events, and prepare meeting materials such as agendas, minutes, and action logs.
•   Operate and maintain office equipment and systems, ensuring they support business and regulatory activities effectively.
•   Apply subject‑matter knowledge to independently address routine business needs, solve issues, and support workflows with minimal supervision.
•   Support regulatory submissions, including gathering required documents, ensuring compliance formatting, preparing files, and assisting in communications with regulatory authorities.
•   Manage compliance documentation, including records related to permits, certifications, audits, and regulatory reporting.
•   Maintain and update regulatory files, trackers, and databases, ensuring accuracy, version control, and full audit readiness at all times.

Core Job Responsibilities:

Administrative & Executive Support

Provide administrative support to Senior Management (including Executives and Board Members).

• Organize and prioritize information to ensure efficient decision-making and workflow.
• Draft, prepare, and proofread high-quality correspondence, presentations, and documents.
• Coordinate internal and external meetings, committees, and workshops.
• Regulatory & Compliance Support
• Assist with preparing, formatting, and submitting regulatory documents and compliance reports.
• Maintain accurate and up-to-date regulatory records, approvals, licenses, and renewals.
• Support internal and external audits by organizing evidence, documents, and follow‑ups.
• Monitor regulatory updates and ensure relevant teams receive timely information.
• Documentation & Information Management
• Manage document lifecycles through approved systems (e.g., SharePoint, controlled document systems).
• Ensure consistent organization, categorization, and retention of records.
• Prepare routine reports, dashboards, and summaries for management.
• Office & Operational Coordination
• Liaise with internal departments, external agencies, and regulatory bodies when required.
• Respond to inquiries professionally and serve as a point of contact for administrative or regulatory matters.
• Ensure office processes run smoothly by collaborating with other administrative staff.
• Contribute to streamlining administrative workflows and maximizing efficiency in line with organizational goals.

Supervisory/Management Responsibilities:

Direct Reports:   NA   

Indirect Reports: NA

Position Accountability/Scope:

• Administrative Assistant
• Regulatory Assistance

Minimum Education:

Administration, Regulatory Affairs, or equivalent.

Minimum Experience

·  2–5 years of administrative, regulatory, or operational support experience.

  Experience supporting senior leadership or working in a regulated industry is an advantage.

Skills & Competencies

• Strong organizational, planning, and multi-tasking skills.
• Excellent written and verbal communication & coordination abilities.
• High attention to detail and accuracy.
• Proficiency in Microsoft 365 tools (Excel, Outlook, Word, PowerPoint, SharePoint).
• Ability to work independently under limited supervision.
• Ability to manage multiple deadlines
• Strong sense of confidentiality, integrity, and professionalism.
• Familiarity with regulatory or compliance processes is a plus.
• Analytical thinking and problem-solving
• Process-oriented mindset

Behavioral Competencies

• Integrity & Confidentiality
• Attention to Detail
• Collaboration & Teamwork
• Process Orientation & Discipline
• Accountability
• Stakeholder Focus
• Problem Solving & Initiative

     

The base pay for this position is

N/A

In specific locations, the pay range may vary from the range posted.

     

JOB FAMILY:

Administrative Support

     

DIVISION:

EPD Established Pharma

        

LOCATION:

India > Mumbai : BKC Building

     

ADDITIONAL LOCATIONS:

     

WORK SHIFT:

Standard

     

TRAVEL:

Not specified

     

MEDICAL SURVEILLANCE:

Not Applicable

     

SIGNIFICANT WORK ACTIVITIES:

Continuous standing for prolonged periods (more than 2 consecutive hours in an 8 hour day)