Executive Assistant

Job Responsibilities

• Coordination & Communication
• Coordinate with Acharya Ji, Pooja Ji, and office staff to ensure smooth execution of assigned tasks.
• Liaise with the NLS Core Volunteer Team to address their queries and coordinate necessary work.
• Maintain regular follow-up with employees to track the progress and completion of assigned tasks.
• Event & Camp Management
• Oversee preparation for monthly 4-day camps, meetings, and other events.
• Assign duties and responsibilities to office staff as per instructions from Acharya Ji and Pooja Ji.
• Prepare and maintain checklists for all events and ensure timely follow-up for task completion.
• Arrange logistics for meetings, camps, and event sessions.
• Make travel arrangements for management and team members participating in events.
• Participate and coordinate during 4-day residential camps held in Delhi or outside.
• Administrative Support
• In the absence of the stock in-charge, handle inventory management (In–Out records).
• Manage and organize data records and office documentation.
• Ensure timely mail management, including tagging, responding, and disposing of all received emails.
• Attend and manage incoming phone calls from team members, clients, and health seekers.
• Place online orders through Amazon, Flipkart, or other e-commerce platforms as required.
• Digital & Team Coordination
• Manage and operate Google Workspace tools including Google Sheets (with formulas), Docs, Drive, Forms, Calendar, Tasks, and Keep.
• Coordinate online meetings using Zoom and Google Meet.
• Collaborate with internal teams such as Calling, Medical, Social Media, IT, and Admin, as well as with vendors, agencies, donors, and partners for smooth execution of organizational activities.
• Work closely with volunteer team members to foster a trusting, inclusive, and efficient environment.
• Additional Responsibilities
• Work on Sundays (weekly off on Wednesdays).
• Report and carry out any additional tasks assigned by the management or undersigned.
  

Requirements

• Experience: 2–3 years in MIS, Executive Assistant, or Office Coordinator roles.
• Technical Skills:
• Proficiency in Google Workspace (Sheets, Docs, Drive, Forms, Calendar, Tasks, Keep).
• Experience with Zoom, Google Meet, and email correspondence.
• Communication Skills:
• Excellent written and spoken English and Hindi for professional communication and email handling.
• Ability to interact confidently with national and NRI health seekers.
• Social Media Knowledge: Exposure to YouTube, Facebook, Instagram, and WhatsApp is preferred.
• Other Requirements:
• Residence within 45 minutes of the head office at Saraswati Vihar, Delhi.
• Ability to manage multiple tasks efficiently and maintain confidentiality.
• Strong organizational, coordination, and interpersonal skills.