Sr Officer/Executive - Executive Assistant

Role overview

This position is for an Executive Assistant supporting the Head of Department within the GDO business unit at Sun Pharma’s Gurgaon location. The role sits at job grade G12A and focuses on keeping the department running smoothly through strong administrative, coordination, and communication support.

About the organization

Sun Pharma emphasizes growth, ownership, and teamwork. The workplace culture is framed around three ideas: continuous improvement, taking initiative with confidence, and working collaboratively to achieve shared goals.

Key responsibilities

• Deliver day-to-day administrative support to help the Development Centre of Excellence function efficiently.
• Plan and organize meetings and appointments, including schedules and calendars.
• Keep stakeholder contact databases current and accurate.
• Draft, format, and circulate letters, memos, forms, faxes, and other correspondence.
• Assist with recurring reports and departmental documentation.
• Manage both digital and physical filing systems.
• Arrange office supply ordering and related coordination.
• Support the onboarding process for new joiners.
• Coordinate travel bookings and handle expense claims, including reconciliation.
• Welcome and assist visitors, and respond to general queries and requests.
• Prepare vendor invoices in SAP, track them, and support payment follow-up.
• Assist with departmental budget monitoring and upkeep.
• Handle routine office tasks such as typing, copying, binding, scanning, filing, and document preparation.
• Treat confidential information carefully and professionally.
• Record minutes accurately during meetings.
• Coordinate office processes and resolve routine administrative issues.
• Maintain updated department records and administrative systems.
• Respond to email, telephone, and in-person enquiries in a courteous manner.
• Print and photocopy documents for team members when required.
• Communicate clearly and professionally with internal and external stakeholders, including international colleagues.

Requirements

• Previous experience in an administrative or assistant role is required.
• Hands-on knowledge of office administration systems and procedures is expected; SAP knowledge is preferred.
• Strong ability to manage time, handle multiple priorities, and work under deadlines.
• Good attention to detail, along with problem-solving capability.
• Clear written and verbal communication skills.
• Strong planning and organizational abilities.
• Proficiency in MS Office tools is necessary.
• Minimum 5 years of experience in an administrative assistant role.
• A graduate degree in any discipline is required.
• A master’s degree is preferred.

Additional information

The role may involve travel planning and related coordination. The employer notes that the responsibilities and qualifications listed are indicative and may change over time based on business needs.

Disclaimer

The job summary is intended to describe the general nature and level of work for this position. It is not an exhaustive list of all duties, responsibilities, or qualifications. The employer may revise the responsibilities and assign similar or additional tasks as needed.