Job Description
Job Description
The Executive Associate provides executive support to the Managing Director (MD), serves as liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The position holder must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. This position will be based out of New Delhi.
Duties and Responsibilities
Executive support
- Plans, coordinates, and ensures the MD’s schedule is followed and respected. Provides “gatekeeper” and “gateway” role, creating win-win situations for direct access to the MD’s time and office.
- Provides a bridge for smooth communication between the MD and internal departments, demonstrating leadership to maintain credibility, trust, and support with senior management staff.
- Prepares power point presentations for the MD.
- Works closely and effectively with the MD to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
- Maintains and organises database of stakeholders (research houses, clients, vendors, prospective, associations, etc,)
- Organizes and assists meetings, preparing agendas, minutes and resolutions, ensuring necessary equipment/material is available and providing support to meeting administrative processes.
- Organizes travel, itineraries and supporting documentation for the MD
- Prepares and develops special projects as appropriate and in coordination with the MD
Board of Directors support
- Serves as liaison to board members
- Assists with board members travel arrangements, lodging, and meal planning as needed
- Maintains discretion and confidentiality in relationships with all board members
- Follow compliance requirements set in bylaws regarding board and board committee matters, including preparing minutes of meetings, advance distribution of materials before meetings in electronic/paper format, follow ups as required. etc.
Senior Management support
- Supports the senior management team including assisting in scheduling meetings, attending meetings, and taking notes.
- Assists in coordinating the agenda of senior management team meetings and off-sites
Partnerships and outreach
- Ensures that MDs, board members and other senior management team’s bio is kept updated as directed and in close coordination with them.
- Works with the Business Development team in coordinating the MD’s outreach activities
- • Works closely and effectively with the MD to keep them informed of upcoming commitments regarding external relationship management.
Others
- Other duties as assigned by MD
Qualification and Experience
Qualification
- Bachelor’s in Business Administration, Management, Secretarial Practice, or any other relevant discipline. Master’s preferred.
Experience
- At least 4 years of proven experience as an executive assistant or other relevant administrative support.
Skills & abilities
- Demonstrated ability to successfully navigate in a fast-paced work environment; e ntrepreneurial and can-do attitude
- Excellent interpersonal skills to build strong relationships with colleagues
- Effective communication skills including speaking, writing, and active listening in English
- Exceptional organizational and administrative skills and ability to take initiative, prioritize, and follow through on tasks
- Strong sense of responsiveness to internal and external requests and the ability to work with diverse groups and stakeholders
- Experience collating information, producing high quality correspondence, reports, and presentations, and to effectively proofreading material for public distribution
- Self-starter who enjoys proposing innovative solutions to identified challenges or gaps
- Well-developed research skills
- Well-developed customer service skills
- Good time management, prioritization, and multitasking abilities
- Proficiency in Microsoft Word, Excel, and PowerPoint, Adobe Acrobat
Working Conditions and Physical Requirements:
- Ability to work flexibly with colleagues across time zones
Applications will be received until this position is filled.
