Management Team Assistant (Business Support Specialist

Job Title: EA

Location: Ambernath, India

Job Type: Hybrid

Reporting: Executive Assistant / Office Manager, Global Management

About Polypeptide Group:

Polypeptide Group is a global leader in providing custom peptide-based solutions for the pharmaceutical, biotechnology, and life sciences industries. With a strong emphasis on quality and innovation, we specialize in the development and manufacturing of therapeutic peptides and are committed to advancing the future of peptide-based therapies. Our comprehensive service offerings, from discovery through commercial manufacturing, support the creation of life-changing drugs.

Position Overview:

We are seeking a highly professional, mature, and intelligent individual to provide executive-level support in a dynamic, international environment. The ideal candidate will be a self-starter with excellent communication skills, strong organizational abilities, and a proven track record of supporting senior leadership in multinational settings.

Key Responsibilities:

• Meeting & Travel Coordination : Efficiently plan and organize meetings and complex travel arrangements, including flights, accommodations, visas, transfers, and itineraries. Maintain accurate records and receipts for all bookings and related expenses.
• Expense & Invoice Management : Prepare and submit expense reports, process invoices, and ensure compliance with financial and accounting procedures using designated tools and systems.
• Meeting Preparation & Support : Organize and coordinate internal and external meetings, ensuring all logistics and materials are in place.
• Presentation & Communication Support : Assist in the preparation of presentations (PowerPoint), data analysis (Excel), and professional communications (Word), based on provided inputs and business context.
• Travel System Expertise : Act as a super-user of the corporate travel booking system. Collaborate professionally with the designated travel agency and local service providers.
• Policy Compliance : Ensure all activities are conducted in alignment with company policies and procedures within the scope of responsibility.
• Executive Collaboration : Work closely with and support the Executive Assistant to the CEO. Engage with the global assistant network to ensure seamless coordination across sites.

Must-Have Qualifications

• Excellent verbal and written communication skills in English.
• Senior, mature, and intelligent personality with a strong understanding of business context and complexities.
• Professional appearance and communication style.
• Proven ability to work independently with minimal supervision.
• Flexible work schedule to accommodate international time zones and urgent requests.
• Experience in a multinational corporation or shared service center supporting global teams.
• Demonstrated success in handling executive-level support and managing conflicting priorities under pressure (e.g. last-minute travel changes). Management team support on international level (experience only in local or large Indian corporations is not enough)
• Complex travel planning experience & travel booking systems and expense reporting systems experience
• Working with calendars across different time zones
• Proficiency in Microsoft Outlook, PowerPoint, Excel, and Word.

Preferred Qualifications (Add-ons)

• Proficiency in French and/or German.
• Experience working in high-end travel agencies or external executive service environments (e.g., family offices).
• Gender diversity encouraged.
• Basic accounting knowledge or experience.

Why Join Us at Polypeptide Group:

Polypeptide Group offers an exciting opportunity to work at the forefront of peptide-based therapeutics, a rapidly growing and innovative segment of the pharmaceutical industry. As a key member of PolyPeptide team, you will have the opportunity to contribute to a company that is dedicated to the success of its clients and the advancement of peptide science. Join us and be part of a global organization that is shaping the future of life-saving therapies.

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