The Secretary to the CEO in a CRO is responsible for providing
high-level administrative, organizational, and communication support
to the Chief Executive Officer. This role ensures the CEO's time is used effectively, meetings are well-prepared, confidential information is handled with discretion, and coordination across internal and external stakeholders is smooth.
2. Key Responsibilities
A. Administrative & Office Management
Manage the CEO's daily calendar, schedule meetings, and ensure timely reminders.
Organize travel arrangements (domestic and international) including flights, accommodation, and itineraries.
Prepare meeting agendas, presentations, and reports relevant to CRO projects.
Maintain digital and physical filing systems for regulatory, operational, and strategic documents.
Handle correspondence (emails, letters, memos) on behalf of the CEO.
B. Communication & Coordination
Act as the
primary point of contact
between the CEO and internal/external stakeholders.
Coordinate with department heads (Clinical Operations, Regulatory Affairs, Quality Assurance, Finance, HR) for project updates.
Draft professional communications, announcements, and responses.
Maintain confidentiality of sensitive research data and strategic plans.
C. Meeting & Documentation
Arrange board meetings, ethics committee interactions, and sponsor meetings.
Take accurate minutes of meetings, circulate action points, and follow up on pending tasks.
Prepare CRO-specific documentation such as trial progress reports, regulatory submission updates, and compliance reports.
D. Research & Information Support
Collect and compile CRO industry updates, competitor intelligence, and regulatory changes for the CEO's reference.
Assist in preparing strategic proposals for new clinical trials or collaborations.
Maintain an archive of past projects, clinical trial protocols, and investigator site details.
E. Compliance & Regulatory Support
Ensure CEO's office complies with GCP (Good Clinical Practice) documentation requirements.
Track submission timelines for ethics committees and regulatory authorities.
Coordinate with QA teams for audit preparations.
3. Required Skills & Competencies
Educational Qualification:
Graduate or Postgraduate (preferably in Life Sciences, Pharma, or Business Administration).
Technical Skills:
MS Office (Word, Excel, PowerPoint, Outlook)
Familiarity with clinical trial terminology, ICH-GCP guidelines
Document Management Systems (DMS) and eTMF knowledge (advantage)
Soft Skills:
Excellent verbal & written communication
High level of confidentiality and integrity
Multitasking and prioritization abilities
Strong interpersonal skills to liaise with regulatory bodies, sponsors, and research teams
4. Reporting Structure
Reports directly to
Chief Executive Officer
.
Works closely with:
Clinical Operations Manager
Quality Assurance Lead
Regulatory Affairs Manager
HR & Finance
5. Key Performance Indicators (KPIs)
Timely scheduling and execution of CEO's commitments.
Zero missed deadlines for regulatory or sponsor-related communication.
Accuracy and confidentiality in handling documents.
Efficiency in travel and event coordination.
Positive feedback from CEO and internal departments.