Executive Assistant To Chief Operating Officer

Role:

Provide high-level executive support to the COO, combining strong technical/scientific grounding with modern digital tools (AI, data analytics) to enable faster decision-making, tighter meeting governance, and reliable cross-functional follow-through across a 1,000+ employee sterile injectables manufacturing organization.

Key Responsibilities

Meeting Management & MoM

• Coordinate, prepare agendas for, and attend key COO meetings (production reviews, steering committees, BD/regulatory syncs)
• Draft accurate, action-oriented Minutes of Meeting within 24 hours of each meeting
• Track action items to closure; escalate delays proactively to the COO

Cross-Functional Follow-Up

• Liaise with Manufacturing, Business Development, Regulatory Affairs, Procurement, and Engineering to drive closure of open action items
• Maintain a live tracker of pending items, owners, and due dates; flag at-risk items ahead of deadlines

Data & AI-Enabled Support

• Use AI tools (e.g., Claude, ChatGPT, Copilot) to summarize reports, draft communications, and accelerate analysis
• Perform data analysis (Excel/Power BI or similar) to prepare dashboards, trend summaries, and pre-reads for COO reviews
• Convert raw operational/business data into concise, decision-ready insights

Executive & Administrative Support

• Manage COO's calendar, travel, and correspondence With Secretarial Resource provided .
• Prepare presentations, reports, and briefing notes for internal and external stakeholders
• Handle confidential information with discretion

Required Qualifications

• B.E./B.Tech in Chemical Engineering or Pharmaceutical Engineering from a reputed institute (Pharma background preferred given the sterile injectables environment)
• MBA or equivalent management education is a plus
• 38 years of relevant experience, ideally including exposure to pharma/manufacturing operations
• Demonstrated proficiency with AI tools and data analysis/visualization platforms
• Excellent written and verbal communication skills — able to draft crisp MoM and executive summaries independently
• Strong interpersonalskills; comfortable engaging confidently with senior leadership and department heads
• High attention to detail, discretion, and follow-through
• Proficiency in MS Office (especially Excel, PowerPoint) and calendar/collaboration tools

Key Attributes

• Self-starter who can operate with minimal supervision
• Structured thinker who translates discussions into clear, trackable actions
• Comfortable working in a fast-paced, cross-functional manufacturing environment
• Professional maturity to interface with CXOs, department heads, and external partners