Executive Assistant

Position: Executive Assistant (EA) to the Director

Reports to: Director

Location: Director's Office, Delhi (lajpat Nagar) near metro

About the Role

The EA will be the Director's primary point of coordination, managing her schedule, communications, documentation, and travel so that she can focus on advancing the organisation's vision and mission. This role requires a high degree of maturity, discretion, 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. This includes scheduling adequate rest time, travel time, and time for review and preparation, and coordinating internal-facing schedules with colleagues across the organisation.

2. Inbox Management

Manage the Director's inbox, ensuring prompt responses to external stakeholders and timely responses to internal colleagues within mutually agreed deadlines. Respond to routine and general emails on the Director's behalf, and add new contacts to the appropriate mailing lists.

3. Correspondence

Draft and manage correspondence with government officials and non-government stakeholders. This includes communication related to direct programmes as well as broader engagements aligned with the organisation's vision and mission.

4. Documentation and Records

Maintain a complete, organised record of all writing by the Director. Track, document, and archive media coverage and stories for the organisation's annual statutory reporting, ensuring every item is properly saved and retrievable.

5. Dissemination of the Director's Writing

Circulate the Director's articles, op-eds, and other writing to her private mailing list, and keep that list current.

6. Meeting Preparation and Follow-Up

Ensure the relevant team prepares briefing materials and background information for the Director's meetings with external actors, partners, and internal programme teams. Ensure timely follow-up after every meeting, including tracking action points and next steps for others in the organization.

7. Travel Management

Plan and coordinate the Director's official travel, including bookings and logistics. Ensure that travel reports are completed and that all travel-related expenses and financial documentation are submitted accurately and on time.

8. Other Duties

Oversee and carry out other tasks as assigned by the Director from time to time.

Requirements

• At least five 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, with the ability to draft correspondence for senior officials and external stakeholders.
• Strong organisational and time-management skills, with the ability to handle multiple priorities and meet deadlines.
• Proficiency with email, calendar tools, and standard office software.
• Prior experience in a similar role at an NGO is an advantage.