Administrative Assistant in Delhi

Key Responsibilities

• Handling administrative requests and queries from senior managers:
• Receive and respond to requests and inquiries from senior managers. Provide necessary information or redirect queries to the appropriate person or department.
• Ensure timely and effective communication between senior managers and other team members.
• Organizing and scheduling appointments/meetings:
• Manage calendars of senior managers and schedule appointments based on priority and availability.
• Coordinate with internal and external parties to schedule meetings and appointments.
• Send out calendar invitations and reminders to participants.
• Setting up internal and external meetings:
• Coordinate logistics for internal and external meetings, including venue, equipment, and materials.
• Prepare meeting agendas and distribute them to participants in advance.
• Ensure that required resources and documents are available for meetings.
• Planning meetings and taking detailed minutes:
• Assist in planning meetings by organizing agendas, presentations, and materials.
• Attend meetings and take accurate and comprehensive minutes.
• Summarize key discussions, decisions, and action items from meetings and distribute them to relevant stakeholders.
• Handling files and paperwork:
• Organize and manage physical and digital files for district/state coordinators/activists.
• Maintain a systematic filing system for easy retrieval of documents.
• Assist in document creation, formatting, and editing as needed.
• Updating and maintaining records for regulatory and legal compliance:
• Regularly update and maintain records related to regulatory and legal compliance.
• Ensure that documents are stored appropriately on the organization's website and OneDrive (or other cloud storage).
• Collaborate with legal and compliance teams to ensure accurate record-keeping.
• Coordinating with program and accountants:
• Collaborate with program managers and accountants to gather and organize documentation.
• Assist in preparing documentation for audits, financial reporting, and program evaluations.
• Track financial transactions and ensure proper documentation.
• Maintaining relationships with mentors and volunteers:
• Engage with mentors and volunteers to provide support, answer questions, and address concerns.
• Assist in setting up mentor-volunteer interactions and track their progress and impact.
• Foster a positive and collaborative relationship with mentors and volunteers.
• Facilitating/recording daily transactions:
• Record daily financial and administrative transactions accurately.
• Ensure that all transactions are properly documented and filed.
• Tracking and ensuring upkeep of center premises:
• Monitor the condition of the center premises and ensure cleanliness and functionality.
• Coordinate with maintenance staff or external vendors for repairs and upkeep.
• Interacting with members of the organization:
• Communicate with various members of the organization for meetings, documentation, and record maintenance.
• Act as a point of contact for administrative-related matters.
• Providing general administrative support:
• Be responsive to the needs of other team members and offer assistance where needed.
• Handle miscellaneous administrative tasks that arise in a dynamic work environment.