About Hubot Hubot, Inc. is an FDA-registered contract development and manufacturing organization (CDMO) specializing in liquids, semi solids and aerosol filling for global pharmaceutical and personal care brands including Fortune 500 clients. We develop and manufacture products that reach consumers across the world, and our analytical laboratory is central to making that happen safely, accurately, and on time. ⭐ 4.8 Glassdoor | 4.7 Indeed | 95% Employee Recommendation Rate. Why Hubot ? ? Growth-Stage Opportunity We're forecasting 25–30% year-over-year revenue growth through 2030. This is a rare chance to join a scaling CDMO where your contributions directly shape laboratory capabilities not just maintain them. ? Real Client Impact You'll work on products that ship to Fortune 500 pharmaceutical and personal care brands. Your analytical work isn't academic it releases product, supports regulatory submissions, and protects patients and consumers. ? Regulated Industry Depth Our laboratory operates under FDA 21 CFR 210/211, ISO 13485, ISO 9001, ISO 14001 and ISO 22716 cGMP standards. You'll sharpen expertise in frameworks that are valued across the global pharmaceutical and personal care supply chain. ? Ownership Over Systems, Not Just Instruments You'll hold supervisory sign-off authority in LIMS, author the SOPs your team works from, and drive method development from concept through validation with real technical autonomy. Hubot CDMO is a pharmaceutical contract development and manufacturing organization (CDMO) with operations in India and the United States. We’re looking for an experienced, tech-savvy Executive Assistant to support our Managing Director across both regions, working from India with regular overlap with US business hours. This is not a traditional EA role. We want someone who uses AI and digital tools every day to manage a fast-paced global schedule, prepare high-quality communication and keep leadership one step ahead. Calendar and time management
• Manage the MD’s calendar across IST and US time zones (Eastern,



Central and Pacific). Plan the day around client calls, site reviews and leadership meetings.
• Schedule and coordinate meetings with clients, leadership teams in India and the US, board members, investors and partners.
• Protect the MD’s time by prioritizing requests, resolving conflicts and planning ahead for key deadlines. Communication and stakeholder management
• Act as the first point of contact for the MD’s office. Handle email, calls and messages professionally and discreetly.
• Draft, edit and proofread emails, letters, presentations and reports to a high standard in business English.
• Follow up with internal teams and external stakeholders on action items to make sure commitments are met.
• Build strong working relationships with the US site team, the India leadership team, clients and vendors. Meetings and business support
• Prepare agendas, briefing notes and presentations for leadership meetings, client reviews and board meetings.
• Take and distribute minutes, track decisions and action items, and keep them moving to closure.
• Prepare PowerPoint decks, Excel trackers and reports for the MD, including summaries of business and operational updates.
• Coordinate client visits and audits at our sites, working with Quality, Operations and Business Development teams. Travel and events
• Plan and manage complex domestic and international travel , including flights, hotels, visas, itineraries and expense reports.
• Travel with the MD or independently when needed, for client meetings, site visits, conferences and industry events
• Organize leadership offsites,



client events and visiting delegations in India and the US. Confidentiality and special projects
• Handle highly confidential business, client, financial and HR information with complete discretion.
• Support special projects and strategic initiatives as the MD directs.
• Keep the MD’s documents, contracts and records well organized and easy to retrieve. What you bring
• 7–9 years of experience as an Executive Assistant, with at least 3–4 years supporting a CXO, MD or business head.
• Pharma, CDMO, CRO, biotech or life sciences experience is strongly preferred.
• Exceptional written and spoken English, and confident communication with senior global stakeholders.
• Hands-on, daily use of generative AI tools, with Claude experience preferred. You know how to write effective prompts, check AI output for accuracy, and use AI to save time on writing, research, summaries and presentations.
• Responsible, compliant AI use. You understand data privacy and confidentiality. You never put confidential client, product or personal data into unapproved tools, and you follow company AI and IT policies.
• Strong tech

skills:
Microsoft 365 (Outlook, Teams, PowerPoint, Excel, Word), Zoom, SharePoint or OneDrive, and comfort learning recent tools quickly. Experience with automation tools such as Power Automate or Zapier is a plus.
• Willingness to work regular evening hours in India to overlap with the US business day, with a flexible schedule.
• High integrity, strong organizational skills and attention to detail.

What We Offer
• Competitive base salary and performance incentive
• Full M365 toolset including Microsoft Project provided by Hubot
• Remote flexibility with direct access to U.
S. senior leadership
• Clear promotion path and professional development support Apply Today Be the reason clients trust us before they've seen their first batch. ? www.hubot.us Hubot, Inc. is an Equal Employment Opportunity Employer.

📌 Executive Administrative Assistant (Mumbai)
🏢 Hubot | Tri Pac, Inc. CDMO
📍 Mumbai