Personal Assistant Full Time

KEY RESPONSIBILITIES

1. Executive & Strategic Support

● Manage and optimize the Director’s calendar, meetings, and priorities

● Act as a gatekeeper to ensure time is allocated to high-impact activities

● Prepare meeting agendas, briefing notes, and follow-ups

● Assist in tracking key business initiatives and action items

2. Industry Research & Business Insights

● Conduct research on pharmaceutical, nutraceutical, and ingredient markets

● Track competitor activity, pricing trends, and regulatory updates

● Prepare concise reports and summaries for strategic decision-making

● Support in evaluating new business opportunities and partnerships

3. Communication & Stakeholder Coordination

● Draft high-quality emails, proposals, and official communication

● Coordinate with internal teams, clients, vendors, and partners

● Ensure timely follow-ups and closure of discussions

● Represent the Director professionally in interactions when required

4. Travel & Logistics Management

● Plan and manage domestic and international travel end-to-end

● Handle itineraries, bookings, visas, accommodations, and scheduling

● Ensure seamless coordination with minimal disruptions

5. Administrative & Operational Excellence

● Maintain confidential documents, records, and reports

● Organize data, presentations, and dashboards (especially using Excel)

● Assist in project coordination across departments

● Ensure deadlines are tracked and met consistently

6. Digital Presence & LinkedIn Management

● Manage and grow the Director’s LinkedIn profile and professional presence

● Draft and schedule posts, articles, and engagement content

● Monitor industry conversations, connections, and messaging on LinkedIn

● Support personal branding and thought leadership initiatives online

REQUIRED QUALIFICATIONS & SKILLS

Experience

● Minimum 5 years of experience as a Personal Assistant / Executive Assistant

● Strong preference for candidates with pharmaceutical / healthcare / ingredient industry experience

Technical Skills

● Advanced proficiency in Microsoft Office Suite:

● Excel — data analysis, reporting, and dashboards

● PowerPoint — business presentations

● Word — documentation and correspondence

● Comfort with digital productivity and scheduling tools

● Proficiency in AI tools and platforms:

● Claude (Anthropic) — research, drafting, and summarisation

● ChatGPT (OpenAI) — content generation and ideation

● Ability to leverage AI to enhance productivity, research quality, and output

● LinkedIn profile management and professional social media coordination

Core Competencies

● Excellent spoken and written English communication skills

● Strong organizational and prioritization ability

● High attention to detail and accuracy

● Ability to multitask and perform under pressure

● Strong analytical and research capability