Assistant to the Director

Job Title: Executive Aide to the Director

Reports To: The Director

Position Summary:

The Executive Aide to the Director plays a critical role in ensuring the efficient operation of the Director's office and providing high-level administrative, operational, and strategic support. This position requires exceptional organizational skills, discretion, professionalism, and the ability to manage competing priorities in a fast-paced environment. So HE/SHe must have excellent communication skills and be smart and active.

Key Responsibilities:

I. Administrative and Operational Support

• Calendar Management: Proactively manage and coordinate the Director’s complex schedule, including internal and external meetings, appointments, and deadlines, ensuring maximum time productivity.
• Correspondence Management: Screen, prioritize, and manage all incoming correspondence, emails, and phone calls. Draft, proofread, and prepare professional correspondence, reports, and other documents on behalf of the Director.
• Travel Coordination: Arrange and manage all aspects of business travel (domestic and international), including booking flights, accommodation, ground transportation, and preparing detailed itineraries and travel expense reports.
• Meeting Coordination: Organize and facilitate meetings called by the Director, including scheduling, booking rooms, drafting and distributing agendas, compiling background materials, and, as required, attending meetings to take, transcribe, and distribute minutes.
• Office Management: Maintain an organized, efficient, and professional Director's office. Manage filing systems (hard copy and electronic) and ensure the maintenance of confidential and sensitive information with the utmost discretion.

II. Liaison and Communication

• Internal Liaison: Act as a primary point of contact and liaison between the Director and internal departments, senior management, staff, and other key stakeholders, ensuring clear and timely communication.
• External Relations: Manage communications with external stakeholders, including clients, partners, government officials, and the Board of Directors/Executive Committee, maintaining a high standard of professionalism.
• Information Flow: Ensure the Director is consistently provided with all necessary documents, briefing materials, and information in advance of meetings and engagements.

III. Strategic and Project Assistance

• Research and Reporting: Conduct preliminary research, compile data, and prepare summaries, reports, and presentations to support the Director's decision-making and strategic initiatives.
• Project Follow-up: Monitor and track the progress of projects, action items, and initiatives assigned by the Director to various departments, ensuring deadlines are met and providing status updates.
• Goal Monitoring: Assist in monitoring the attainment of departmental or organizational objectives and goals as set by the Director.
• Policy Support: Assist in the establishment, revision, and maintenance of office and departmental procedures and policies.

Qualifications and Skills:

• Education: Bachelor's degree in Business Administration, Management, or a related field (or equivalent work experience).
• Experience: Proven experience (e.g., 3-5+ years) as an Executive Assistant, Administrative Aide, or similar role supporting a senior executive or Director.
• Technical Proficiency: Expert-level proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with modern scheduling and project management tools.
• Core Competencies:
• Exceptional organizational, multitasking, and time-management skills.
• Outstanding verbal and written communication skills.
• High degree of professionalism, judgment, and the ability to handle confidential information with absolute discretion.
• Strong problem-solving abilities and a proactive, detail-oriented work ethic.
• Ability to work independently and manage multiple projects under pressure.

Job Type: Full-time

Pay: ₹20,000.00 - ₹50,000.00 per month

Work Location: In person