Executive Assistant to the Director
Job description
• At least five years of experience as an Executive Assistant or in a similar senior support role.
• Maturity, professionalism, and sound judgement.
• Demonstrated ability to maintain strict confidentiality.
• Excellent written and verbal communication skills, with the ability to draft correspondence for
senior officials and external stakeholders.
• Strong organisational and time-management skills, with the ability to handle multiple priorities
and meet deadlines.
• Proficiency with email, calendar tools, and standard office software.
• Prior experience in a similar role at an NGO is an advantage.
What you will do
- 1. Calendar Management
- Manage all aspects of the Director's calendar, including external and internal meetings. This includes
- scheduling adequate rest time, travel time, and time for review and preparation, and coordinating
- internal-facing schedules with colleagues across the organisation.
- 2. Inbox Management
- Manage the Director's inbox, ensuring prompt responses to external stakeholders and timely responses
- to internal colleagues within mutually agreed deadlines. Respond to routine and general emails on the
- Director's behalf, and add new contacts to the appropriate mailing lists.
- 3. Correspondence
- Draft and manage correspondence with government officials and non-government stakeholders. This
- includes communication related to Chintan's direct programmes as well as broader engagements
- aligned with the organisation's vision and mission.
- 4. Documentation and Records
- Maintain a complete, organised record of all writing by the Director. Track, document, and archive
- media coverage and stories for the organisation's annual statutory reporting, ensuring every item is
- properly saved and retrievable.
- 5. Dissemination of the Director's Writing
- Circulate the Director's articles, op-eds, and other writing to her private mailing list, and keep that list
- current.
- 6. Meeting Preparation and Follow-Up
- Ensure the relevant team prepares briefing materials and background information for the Director's
- meetings with external actors, partners, and internal programme teams. Ensure timely follow-up after
- every meeting, including tracking action points and next steps for others in the organization.
- 7. Travel Management
- Plan and coordinate the Director's official travel, including bookings and logistics. Ensure that travel
- reports are completed and that all travel-related expenses and financial documentation are submitted
- accurately and on time.
- 8. Other Duties
- Oversee and carry out other tasks as assigned by the Director from time to time.
Job details
How to apply
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About the company
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