Executive Assistant To CXO Office - NGO

Position Summary:

We are looking for an Executive Assistant (EA) to perform a variety of administrative tasks and support our Senior Management team.

The EA will provide executive, administrative, and project management support to our Senior Management team. The EA serves as the primary point of contact for the team and will use excellent communication skills, a solid understanding of the team's needs and preferences, and a sound sense of judgment.

The EA will also serve as a liaison to the Board of Directors and Senior Management teams, organize and coordinate external partner management efforts and over time support special projects.

She/He will contribute to organizational efficiency by providing personalized and timely support to the leaders who are based across multiple locations.

Role and Responsibilities:

- With a primary responsibility of supporting the senior leaders of the organization, you will ensure that organizational goals and objectives are accomplished, and day to day operations run efficiently.

- Assist the Senior Management team with a variety of daily administrative tasks

- Manage calendars, schedule meetings, collate and publish agenda for the meetings, draft and share minutes of the meetings and keep track of the assigned actions needed of the team

- Act as the point of contact for the Senior Management Team, and other external partners, including the state government officials.

- Communicate on behalf of the Senior Management Team with Board members and donors on matters related to meetings and programmatic initiatives as directed

- Draft letters, emails and prepare presentations for the team

- Maintain confidential documents and information

- Coordinate events, including onsite and offsite team meetings and conferences

- Provide admin and logistics support to the team which would include travel coordination for the team, purchase and maintenance of equipment and other assets, housekeeping, safety, security and other ancillary services

- Assist the HR Team in employee induction and on-boarding of new hires and manage the exit formalities

- Identify vendors and manage contracts across multiple cities where the team operates

- Partner with the Senior Management team to build a strong organizational culture

Required Qualifications, Skills and Abilities:

- Bachelor's degree plus at least five years of administrative experience supporting senior leaders, preferably with experience in a non-profit setting, or an equivalent combination of education and experience

- Advanced Microsoft Office skills, with experience in data handling

- Familiarity with digital tools and virtual meeting platforms to stay connected with teams dispersed across multiple locations where the organization operates

- Knowledge of industry best practices in Admin and Logistics

- Excellent verbal and written communication skills in English, to draft minutes of meetings and other documents

- Must be able to communicate with multiple stakeholders and have the confidence to handle conversations in a calm and professional manner

Personal Characteristics and Desired Qualities :

- Strong alignment with Team mission of "improving lives by helping Indian state governments deliver better development outcomes

- Ability to work collaboratively with all team members and create a positive team culture

- Very strong organizational skills

- Strong problem solving and decision-making skills

- Enthusiastic to do whatever it takes, be responsive and willing to take personal accountability for delivery

- Ability to multitask and prioritize competing demands in an evolving organization

- Excellent interpersonal and problem-solving skills

- A self-starter with high personal integrity and trustworthiness