Job Description: Executive Assistant to the Director
Position: Executive Assistant (EA) to the Director
Reports to: Director
Location: Director's Office, New Delhi
About the Role
We are seeking an experienced Executive Assistant to support the Director in the Director's Office. The EA will be the Director's primary point of coordination, managing her schedule, communications, documentation, meetings, and travel so that she can focus on advancing the organisation's vision and mission.
This role requires a high degree of maturity, discretion, professionalism, and the ability to handle confidential information with complete integrity.
Key Responsibilities
1. Calendar Management
Manage all aspects of the Director's calendar, including external and internal meetings.
Schedule adequate time for travel, preparation, review, and rest.
Coordinate internal schedules with colleagues across the organisation.
Resolve scheduling conflicts and ensure effective time management.
2. Inbox Management
Manage the Director's inbox and ensure timely responses to external stakeholders and internal colleagues.
Respond to routine and general emails on behalf of the Director.
Organise and maintain relevant contacts and mailing lists.
3. Correspondence
Draft and manage correspondence with government officials, partners, and non-government stakeholders.
Handle communication related to programmes and broader organisational engagements.
Ensure correspondence is professional, accurate, and appropriately prioritised.
4. Documentation & Records
Maintain a complete and organised record of the Director's writing and communications.
Track, document, and archive relevant media coverage and organisational stories.
Ensure records are properly maintained and easily retrievable for statutory and reporting requirements.
5. Dissemination of the Director's Writing
Circulate the Director's articles, op-eds, and other written work to relevant mailing lists.
Maintain and regularly update the Director's private mailing list.
6. Meeting Preparation & Follow-Up
Coordinate with relevant teams to prepare briefing materials and background information for meetings.
Ensure the Director is adequately briefed for meetings with external stakeholders, partners, and internal teams.
Track action points and ensure timely follow-up on decisions and next steps.
7. Travel Management
Plan and coordinate the Director's official travel, including bookings and logistics.
Ensure travel reports are completed appropriately.
Coordinate travel-related expenses and financial documentation and ensure timely submission.
8. Other Duties
Handle other tasks and responsibilities as assigned by the Director from time to time.
Maintain a high level of confidentiality and discretion across all responsibilities.
Requirements
At least 5 years of experience as an Executive Assistant or in a similar senior support role.
Maturity, professionalism, and sound judgement.
Demonstrated ability to maintain strict confidentiality.
Excellent written and verbal communication skills.
Strong drafting skills, particularly for correspondence with senior officials and external stakeholders.
Excellent organisational and time-management skills.
Ability to manage multiple priorities and meet deadlines.
Proficiency in email, calendar management, and standard office software.
Prior experience in a similar role with an NGO/non-profit organisation is an advantage.
How to Apply
Interested candidates may share their updated CV along with relevant details as requested.
Requirements
Requirements
At least 5 years of experience as an Executive Assistant or in a similar senior support role.
Maturity, professionalism, and sound judgement.
Demonstrated ability to maintain strict confidentiality.
Excellent written and verbal communication skills.
Strong drafting skills, particularly for correspondence with senior officials and external stakeholders.
Excellent organisational and time-management skills.
Ability to manage multiple priorities and meet deadlines.
Proficiency in email, calendar management, and standard office software.
Prior experience in a similar role with an NGO/non-profit organisation is an advantage.
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