Executive Assistant to Managing Director

About the organization:

Bharatiya Jain Sanghatana (BJS), established in 1985 by social entrepreneur and strategic philanthropist Shri. Shantilalji Muttha, is a Nongovernmental Organization that has been exemplary in its work for over four decades. BJS has focused on addressing national issues such as education, watershed management, disaster response, and social development. Operating through a nationwide network of social entrepreneurs and a dedicated professional team, BJS has significantly impacted grassroots communities. The organization not only engages actively with central, state, and local governments but also collaborates closely with nationallevel NGOs, influencing policy formulation and decisionmaking processes.

Position Overview:

Reporting directly to the Managing Director, the Executive Assistant will be essential to the organization meeting its goals by driving increased effectiveness of our two most senior leaders. This role will require a sharp, experienced executive assistant who enjoys solving complex problems and is motivated by flawless execution and excels in behind - the -scenes supporting roles.

The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters relating to the office of the Managing Director.

Key Responsibilities:

1. Provides a high level of executive administrative skills, normally acquired through an accredited college and/or prior work experience.
2. Handle confidential organizational matters, works independently on special assignments, and maintains the smooth operation of the office responsibilities of the Founder and Managing Director.
3. Operates independently in absence of the Executives, calling on staff when required.
4. Assists and advises the Executives of any problems arising during the absence.
5. Maintains a comprehensive understanding of organization policies, procedures, and department members’ methods of operation to effectively and efficiently conduct duties and responsibilities.
6. Sets priorities independently. Often is the point person for department requests for information, requiring knowledge of the people and roles in the organization.
7. Manages the Founder and Managing Director's calendar, responding to requests for time and rescheduling when necessary.
8. Makes appointments, and domestic and international travel arrangements assemble packets of information and prepare materials including itineraries.
9. Makes preparations for the department, staff, and other meetings including creating agendas, preparing any meeting materials and or presentations, scheduling the conference space required, connecting meetings to the required technology and may include managing the budget for these meetings and /or conferences.
10. Drafts and types non-routine letters, memos, documents, and various reports requiring knowledge of methods, procedures, policies, and organization for senior management’s signature.
11. Respond to highly diversified inquiries from members of the Company management, employees, and the general public.
12. Provide courteous and efficient responses to phone inquiries determining from experience and training the limitations on the extent and type of information which may be provided.
13. Receives sorts, distributes, opens, and screens incoming email, mail, and faxes. Categories and prioritizes response needed.
14. Uses initiative to prepare responses for signature and to assemble background information from many sources.
15. Summarize lengthy correspondence, highlighting key sentences and topics.
16. Follows up to ensure that proper and timely action is taken.
17. Other duties as assigned.

Education & Expertise:

• A Bachelor's degree in any discipline, Master's degree would be an advantage.

• Must be able to use Outlook at an intermediate to expert level.

• Experience arranging travel, meetings, catering, and general office organization.

• Experience making international travel arrangements and awareness of the documents required for such travel.

• Ability to multi-task in a fast-paced environment.

• Advanced computer skills using Windows, Word, Excel, and PowerPoint.

• Accurate typing, filing, record keeping, grammar, and spelling.

Requirements:

• 5+ years or more administrative support in a corporate environment, supporting top level executives.

• Strong written and oral communication skills.

• A demonstrated ability to act independently, organize workload, set priorities, work well under deadline pressures adapt to change, and handle confidential material.

• Ability and willingness to work overtime on an occasional basis to meet workload demands.

Remuneration:

Type of employment:

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