As Program and Administrative Assistant, you will provide administrative, operational, and programmatic support to our Asia team members including the Regional Director, Associate Director, and two Program Managers. The Program and Administrative Assistant will report to the Regional Director, Asia. The ideal candidate must have significant experience managing administrative duties while juggling multiple tasks. As a Program and Administrative Assistant, you must demonstrate excellent administrative and organizational skills, robust problem-solving skills, excellent interpersonal and communication skills and a high level of personal initiative. Co-Impact is a global and diverse organization with a fast-paced environment, so you must feel comfortable within an intercultural knowledge setting, preferably with previous experience within similar organizations. You bring a commitment to feminist values, gender equality, inclusion, and justice, and to enduring systems change at scale, as well as an abiding curiosity and humility and desire to learn. You are motivated by looking for root causes, seeking justice and solving social problems at the systems level and at scale. The Role As a Program & Administrative Assistant, you will play a key role in supporting Co-Impact s Asia Team across programmatic, grantmaking, and operational functions: Grantmaking and Reporting Support Manage and track core systems related to grants, including document reviews, checklists, and trackers. Monitor timelines, deliverables, and milestones for grantee partners, including collaborating with the Grants and Operations team to ensure smooth flow of reports etc. Maintain updated records and ensure data integrity on Salesforce and shared platforms. Where required, interface with grantee partners on standard processes like amendments, report submissions, call schedules etc. Support Program and Grants & Operations teams with region-specific grant-making processes. Program Support Prepare summaries, internal briefs, and other documents to ensure strong project management. Coordinate internally across teams and ensure key actions and decisions are visible and followed up. Take notes during team meetings and track progress on agreed actions. Organize briefing materials ahead of key meetings. Assist in recruiting consultants and managing procurement in line with policies. Administrative Support Organize meetings, workshops, and calls for the Asia team and visiting teams (virtual and in-person). Ensure follow up from the meeting, including minutes of meeting, e-mails. Manage the team calendar across multiple time zones and agendas. Draft internal and external communications. Handle travel arrangements, including visas, bookings, and permits. Prepare the regional budget and track spending. Submit expense reports for the team. Support event planning and logistics for Asia-based activities. Cross-Team Coordination Collaborate with other assistants to align regional and global schedules and workflows. Contribute to improving systems, support models, and organizational processes. Qualifications and Experience Bachelor s degree and five years of relevant experience. Experience in working for civil society organizations and/or philanthropy. Excellent computer skills, proficient in Microsoft Office, Zoom Meeting Scheduler, Salesforce and other software tools (e.g., project management software, database software, contact management systems, contract, and grants management software) for managing a range of business processes. Excellent listening and communication skills with sensitivity to cultural communication differences. High level of self-motivation, initiative-taking, and at ease working autonomously when necessary. Proactively identifies opportunities to streamline, improve and innovate effective business processes and systems. Fluency in English (required), and comfort with an Indian language is also expected. Strong attention to details, and ability to reliably stay on top of a range of tasks and projects. Professional and diplomatic manner and disposition when interacting with grantees, donors, external partners, senior management and colleagues, and the general public. Show discretion and sound judgement in handling confidential material and information. Required Skills Process Management and Results Orientation: Exceptional, proven ability to effectively organize, prioritize, and execute with high quality on a wide breadth of tasks, from multiple supervisors, with varying timelines and priority levels. A strong sense of responsibility and accountability is integral, as is the ability to adjust and adapt along the way. Proactive self-starter: when it comes to leading on logistics/admin support and stepping in when needs arise. Sound judgment and attention to context: Demonstrates the ability to listen actively and think critically, applying strong organizational and contextual analysis balancing data, timelines, and team priorities. Uses values-based judgment to support decision-making and escalate issues appropriately, with an awareness of diverse perspectives, gender dynamics, and operational risks. Supporting colleagues and senior leaders: History of thriving in a role where your success is highly dependent on your team s success, where your first responsibility is to provide outstanding leverage and support to your colleagues. Experienced in successfully and proactively collaborating with team members to build strong relationships, working to achieve shared goals. Proven ability and experience with guiding and setting-up things for your manager to be efficient and effective, is critical. Communications: Exceptional ability to write and communicate ideas concisely and with clarity. Excellent oral communication skills. Financial understanding: Basic familiarity with the core elements of an organization s financial model, financial statements, strategic financial analysis/ projections, and budgeting. Interpersonal savvy: Great at making and fostering relationships inside and outside the organization, keen intercultural appreciation, inclusive style, comfortable around senior leaders, can represent Co-Impact well. Learning orientation: Humble and intellectually curious; seek and work with evidence, demonstrated openness to new ideas and a diversity of perspectives; unafraid to admit and learn from failure. Strong moral compass: Impeccable personal ethics and integrity, kind and caring. Proficiency with core business tools: Strong proficiency in Microsoft Word, Outlook, PowerPoint, Zoom, and Excel. AI and Design platforms knowledge are also welcome. Working knowledge of Salesforce is an asset. Global flexibility: Given the global nature of Co-Impact, an openness to working across time zones, a willingness to be flexible with working hours, work remotely and periodically undertake domestic and international travel is required. Feminist Principles: A commitment to core feminist principles such as sharing power, dismantling biases, promoting diversity, self-awareness, collective care, accountability, collaboration, and courage. Perspective: Sense of humor and ability not to take oneself too seriously. Equity and Fairness: Our approach to compensation and benefits are designed to ensure that our global team is treated equitably regardless of location and without regard to gender, race, or nationality. Transparency: We want Co-Impact s employees to understand our salary structure and to feel confident that they are paid equitably, and potential job applicants to have an understanding of how the role for which they are applying will be compensated. Accountability: As stewards of the philanthropic resources entrusted to us so that we can support our program partners, we are accountable to our donors and our board, to our staff, and to the general public. In accordance with that philosophy, we include the salary for each position in our job postings; to ensure equity within the organization and for all candidates, we will not negotiate salary or benefits. This position is full-time. The annual salary will be US $74,000 (paid in local currency equivalent) plus a generous benefits package, including a significant allowance for paid time off. Application Details (Please note that Co-Impact cannot cover relocation costs. If you are authorized to live and work in India but are not currently based there, you will be responsible for covering any relocation expenses.) As we are a small team, we regret that we can only respond to applicants selected for an interview and are unable to participate in informational calls prior to interviews. Thank you for your understanding. We will begin reviewing applications after the deadline. Shortlisted candidates can expect to hear from the recruitment team within six weeks of the deadline. Your recruitment journey begins with submitting a resume and cover letter. If longlisted, you ll be invited to complete an assessment with clear instructions and supporting resources. Successful candidates will move on to a first-round interview, followed by a second round and possibly a third and final interview. Before an offer is made, we ll conduct reference or background checks. To ensure fairness and transparency, our team does not provide preliminary information or context about the role outside of the advertised materials. We ll keep you informed at every stage of the process.
