Job Title: Executive Assistant to Founder
Location: Ahmedabad / Ambaji
Reports To: Founder / Director
Employment Type: Full-time
Role Overview
We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to support the Founder in managing day-to-day operations, strategic initiatives, school management activities, trust operations, philanthropic initiatives, and CSR programs.
This role will play a critical part in ensuring smooth administration, effective stakeholder communication, project execution, operational coordination, compliance management, and strategic support, allowing the Founder to focus on organizational growth, vision, and decision-making.
Key Responsibilities
1. Founder Support & Administration
- Optimize the Founder’s time by reducing Manage the Founder’s calendar, appointments, meetings, school visits, events, and travel schedules.
- Coordinate internal and external meetings and ensure timely follow-ups on action items.
- Prepare agendas, briefing notes, presentations, reports, and detailed meeting minutes.
- Act as the first point of contact between the Founder and internal/external stakeholders.
- Handle email communication and correspondence on behalf of the Founder.
- Maintain confidentiality and professionalism in all communications and documentation.
- involvement in administrative tasks.
- Ensure smooth coordination between the Founder and school teams, trust members, NGOs, vendors, consultants, parents, and partners.
2. School Operations & Coordination
- Oversee day-to-day school administrative activities in coordination with Principals, Heads of Departments, and Admin teams.
- Coordinate with teachers, staff, vendors, and operational teams to ensure smooth school functioning.
- Track admissions, attendance, budgets, staff schedules, and operational reports.
- Prepare operational dashboards and MIS reports for Founder review.
- Coordinate academic calendars, extracurricular activities, school events, and parent-teacher meetings.
- Support implementation of new initiatives related to curriculum upgrades, technology adoption, and new campus setups.
- Ensure smooth execution of operational priorities and timelines.
- Hiring coordination and interview scheduling support.
3. Trust Management & Governance
- Coordinate trust board meetings, agendas, minutes, and follow-up actions.
- Maintain trust-related records, MoUs, grant agreements, beneficiary records, and legal documentation.
- Liaise with auditors, legal advisors, consultants, and external agencies for trust-related matters.
- Ensure timely statutory filings and compliance with legal and regulatory requirements.
- Maintain proper governance records, SOPs, policies, and documentation.
- Ensure proper documentation and record management across all trust operations.
4. CSR Project Planning & Execution
- Assist in identifying, evaluating, planning, and executing CSR projects aligned with organizational goals.
- Coordinate with NGOs, implementation partners, consultants, and local authorities for smooth project execution.
- Track CSR budgets, fund disbursements, project timelines, and impact metrics.
- Support community initiatives, donor interactions, and social impact activities.
- Represent the trust or Founder in meetings, events, and stakeholder discussions whenever required.
5. Communication & Reporting
- Draft and circulate newsletters, announcements, circulars, presentations, reports, and official communications.
- Prepare monthly, quarterly, and annual reports related to operations, school management, trust activities, and CSR impact.
- Maintain a repository of case studies, impact assessments, success stories, and project documentation.
- Ensure effective communication flow between the Founder and all stakeholders.
- Prepare communication collateral and presentations for internal and external meetings.
6. Research & Strategic Initiatives
- Conduct research on education trends, CSR trends, social impact initiatives, and relevant government policies.
- Provide strategic recommendations and actionable insights to the Founder.
- Identify new partnership opportunities, CSR initiatives, and operational improvements.
- Track ongoing projects and proactively flag delays, risks, or operational challenges.
- Support process improvements and implementation of efficiency-driven systems.
Qualifications & Experience
- Bachelor’s degree required (MBA / Master’s preferred).
- 8–12 years of experience as an Executive Assistant, Operations Coordinator, School Coordinator, CSR Coordinator, or similar role.
- Experience in school management, trust administration, CSR operations, or Founder’s Office preferred.
- Knowledge of CSR laws, trust compliance, and operational governance will be an advantage.
Key Skills & Competencies
- Excellent organizational and multitasking abilities.
- Strong written and verbal communication skills.
- Strong stakeholder and relationship management skills.
- High proficiency in MS Office Suite and Google Workspace.
- Analytical mindset with reporting and problem-solving abilities.
- Ability to manage multiple priorities effectively.
Strong attention to detail and execution capability
Work Location: In person
