Executive Assistant to Group of Directors

Key responsibilities and accountabilities

Communication and Coordination:

• Serve as the primary point of contact between the Directors and internal teams, external partners, clients, and stakeholders.
  
• Manage inboxes, screen and respond to emails, and prioritize timely follow-up communications.
  
• Draft written communications, including emails, social media copy, press releases, meeting agendas, minutes, all-staff communications, and planning memos.
  

Scheduling and Travel:

• Calendar and schedule meetings across multiple time zones, handling meeting requests.
  
• Coordinate travel arrangements, including flights, accommodations, and ground transportation, ensuring smooth travel experiences.
  

Meeting and Event Preparation:

• Conduct thorough research and compile briefing materials for meetings, presentations, and projects.
  
• Coordinate meeting preparation, including proofreading documents, building agendas, creating slide decks, collecting meeting notes, and documenting action items.
  
• Assist in planning and executing company events, such as conferences, meetings, corporate gatherings, and organizational change initiatives.
  

Board and Project Management:

• Assist with Board of Directors communications, outreach, scheduling, and meeting materials, maintaining board directories and records.
  
• Oversee and manage specific projects or initiatives assigned by the Directors, ensuring timely and within-scope completion.
  
• Track and report on the performance of key initiatives and projects to keep the Directors informed of progress.
  

• File detailed and timely expense reports, ensuring compliance with company policies.
  
• Organize and maintain executive files and documents, handling sensitive information carefully.
  
• Managing Directors thank you notes, gifts, and other day-to-day duties as needed.
  

Crisis and Technology Management:

• Assist the Directors in managing crises or urgent issues, providing swift solutions and communications support.
  
• Assist with the setup and management of virtual meetings and technology tools to ensure smooth remote interactions.
  

Knowledge, skills, training and experience

• Bachelor’s degree in Business Administration, Communications, or a related field preferred.
  
• Proven experience as an executive assistant or in a similar role, preferably in a media or journalism environment.
  
• Excellent verbal and written communication skills in English and one of the Indian languages. Knowing Hindi will be an advantage.
  
• Confidence and ability to work under pressure in a fast-paced environment.
  
• Excellent time management skills, with the ability to prioritize tasks and adapt flexibly to changing priorities.
  
• Ability to work during odd hours.
  
• Proven experience in calendaring, scheduling meetings, and stakeholder management.
  
• Proficiency in Microsoft/Google Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
  
• Demonstrated ability to work independently as well as within a team.
  
• Ability to exercise judgment in complex situations.
  
• Highly organized and detail-oriented with the ability to manage multiple priorities and deadlines.
  
• Strong interpersonal skills and ability to create positive, long-term working relationships.
  
• Ability to maintain confidentiality and exercise discretion in handling sensitive information.
  
• Proactive commitment to the mission and values of Collective Newsroom.
  
• Proven ability to draft complex documents, reports, and presentations with a high degree of professionalism and accuracy.
  
• Strong analytical skills to assist in data-driven decision-making and to provide insights from research and briefing materials.
  
• Experience in organizing and managing corporate events, from small meetings to large conferences.
  
• Ability to work effectively with diverse teams and individuals from various cultural backgrounds.
  

Last Date to Apply: