1. Position Summary
The Admin & Executive Assistant to CEO shall provide integrated support in two key areas: (i) executive support to the CEO, including calendar coordination, correspondence, meeting scheduling, documentation, follow-ups, travel and communication support; and (ii) administrative and office support, including day-to-day office coordination, record management, vendor/service coordination, office supplies, facility-related follow-up, documentation and general administrative assistance for smooth office operations.
The role requires a highly organised, dependable, discreet and proactive professional who can balance confidential executive office responsibilities with practical administrative coordination across the organisation. The position is expected to ensure the efficient functioning of the CEO’s office while also supporting routine administrative operations in alignment with internal policies, timelines and organisational priorities.
2. Key Purpose of the Role
· To ensure smooth and efficient functioning of the CEO’s office.
· To provide timely and professional support to the CEO in scheduling, communication, documentation and follow-up.
· To coordinate office administration and operational support functions effectively.
· To maintain records, files, correspondence and office systems in an organised manner.
· To coordinate with internal departments, vendors, service providers and external stakeholders as required.
· To maintain confidentiality, discipline, responsiveness and accountability in all matters handled by the role.
3. Key Roles and Responsibilities
A. Executive Support to the CEO
· Manage the CEO’s calendar, appointments, internal and external meetings, calls, reviews, field visits and other engagements.
· Schedule, reschedule and coordinate meetings as per the CEO’s priorities and availability.
· Prepare meeting agendas, notes, minutes of meetings (MOM), action trackers and follow-up sheets.
· Screen, organise and manage emails, letters, messages, calls and meeting requests addressed to the CEO, as assigned.
· Draft, type, format, proofread and circulate emails, letters, internal notes, responses and official correspondence on behalf of the CEO/CEO’s office.
· Coordinate communication between the CEO and internal departments, donors, consultants, vendors, board members, partners and other stakeholders, wherever assigned.
· Prepare, compile, format and maintain reports, presentations, briefs, review documents and other materials required by the CEO.
· Coordinate travel schedules, local movement, accommodation bookings, itineraries, visit plans and related logistics for the CEO, if required.
· Handle confidential information, strategic documents and sensitive correspondence with complete discretion and professionalism.
B. Office Administration and Administrative Support
· Assist in the smooth day-to-day functioning of the office and provide administrative support to the CEO’s office and other designated departments as assigned.
· Maintain office files, registers, records, correspondence, trackers, templates, contact databases and administrative documents in a systematic manner.
· Draft routine office letters, memos, notices, circulars, requisitions and internal coordination mails as required.
· Maintain records of office supplies, stationery and administrative consumables, and coordinate timely replenishment after approval.
· Coordinate with office vendors, housekeeping, maintenance personnel, courier agencies, travel vendors and other service providers for routine office requirements.
· Follow up on office repairs, maintenance issues, utility concerns, housekeeping requirements and other administrative support needs.
· Support management of office visitors, appointments, incoming calls, courier/dispatch coordination and general office communication, wherever required.
· Maintain physical and digital filing systems for administrative, office and CEO-related records.
· Support photocopying, scanning, printing, compiling, binding and movement of records/documents wherever required.
C. Organisational Coordination and Special Assignments
· Coordinate with HR, Accounts, Programmes, Operations, Administration, centre teams and other departments for information, approvals, documentation and follow-up related to the CEO’s office or administrative work.
· Assist in internal meetings, management reviews, donor visits, partner visits, trainings, conferences, workshops, board meetings or organisational events, as assigned.
· Support logistics, documentation, participant communication, venue readiness, material preparation and post-event follow-up.
· Assist in special assignments, projects, data compilation, review notes, presentations and internal coordination tasks assigned by the CEO or management.
· Conduct basic research, information collation and preparation of briefing notes or summaries as instructed.
4. Scope of Authority and Work Expectations
· Maintain professional conduct, discipline, punctuality and responsiveness at all times.
· Handle multiple priorities simultaneously and respond to urgent assignments in a timely manner.
· Maintain confidentiality in all official, executive, employee, financial, donor and organisational matters.
· Exercise discretion in handling access to the CEO, documents and sensitive information.
· Take ownership of assigned tasks and ensure proper closure.
· Be available for official coordination beyond routine desk work when meetings, events, urgent correspondence, visits or organisational priorities require the same.
· Undertake any other administrative, executive support or coordination duties reasonably assigned by the CEO, reporting authority or management in the interest of the organisation.
5. Reporting Relationships
· Direct Reporting: Chief Executive Officer (CEO)
· Functional Coordination: HR, Accounts, Administration, Programmes, Operations, Centre Heads, external vendors/service providers and other stakeholders as required for work purposes.
6. Qualifications and Experience
Educational Qualification
· Bachelor’s degree in any discipline from a recognised university is preferred.
· Additional qualification/certification in administration, office management, executive assistance, secretarial practice or communication shall be an added advantage.
Experience
· Minimum 0.5 to 1 year of relevant experience in administration, office coordination, executive assistance, secretarial support or similar roles.
· Experience in an NGO, social sector organisation, senior management office or executive support role shall be preferred.
· Candidates with experience handling both administrative coordination and senior management support will be preferred.
7. Skills and Competencies Required
Functional / Technical Skills
· Strong administrative and office coordination skills.
· Good documentation, drafting and record management ability.
· Proficiency in MS Office (Word, Excel, PowerPoint, Outlook) and/or Google Workspace.
· Ability to prepare letters, reports, trackers, minutes, summaries and presentations.
· Good scheduling, calendar and meeting coordination capability.
Behavioural / Managerial Competencies
· Excellent organisational and time-management skills.
· Strong follow-up and coordination ability.
· Good written and verbal communication skills.
· Professionalism, discretion and maturity in dealing with confidential matters.
· Attention to detail, ownership, accountability and responsiveness.
8. Confidentiality and Ethical Responsibility
The role involves regular exposure to confidential and sensitive information relating to the CEO’s office, employees, operations, donors, finances, vendors and organisational matters. The employee shall maintain strict confidentiality of all official documents, communications, records and discussions; shall not disclose, copy, circulate or misuse any confidential information without authorisation; and shall remain bound by the organisation’s confidentiality, code of conduct, data protection and disciplinary policies.
Any breach of confidentiality, misuse of information, negligence, insubordination, misrepresentation or misconduct shall invite disciplinary action as per organisational rules and applicable law.
9. Key Performance Indicators (Indicative)
· Timeliness and accuracy of CEO calendar and meeting coordination.
· Quality and turnaround time of documentation, correspondence and reports.
· Effectiveness of follow-up and closure of action points.
· Smooth functioning of CEO office administration and general office support.
· Maintenance of records, files and trackers.
· Professionalism, confidentiality and reliability in execution of duties.
Pay: ₹25,000.00 - ₹35,000.00 per month
Benefits:
Work Location: In person
