Volunteer Executive Assistant to Managing Trustee
Organisation: Vandanam Trust Role Type: Volunteer Work Mode: Remote Time Commitment: Approximately 2–3 hours per day, with reasonable flexibility for important meetings and events Reporting To: Founder & Managing Trustee
About Vandanam Trust
Vandanam Trust is a public charitable organisation working towards long-term social impact through human development, education, environmental responsibility, social justice, knowledge and media, skill development, and community empowerment.
As the organisation grows, the Founder & Managing Trustee works with trustees, professionals, volunteers, institutions, NGOs, government stakeholders, donors, partners and other organisations. This role will support the Founder in coordinating these interactions and maintaining an organised workflow.
About the Role
Vandanam Trust is looking for a Volunteer Executive Assistant to the Founder & Managing Trustee.
The selected volunteer will support the Founder with calendar management, meeting coordination, communication, documentation, follow-ups, stakeholder coordination and basic research.
This is an opportunity for someone who enjoys organisation, communication, coordination and building efficient systems in a growing social-impact organisation.
Key ResponsibilitiesCalendar & Meeting Coordination
· Assist with managing the Founder’s professional calendar.
· Schedule and coordinate meetings with internal and external stakeholders.
· Send meeting invitations, reminders and relevant meeting details.
· Help avoid scheduling conflicts and maintain appropriate preparation time.
· Coordinate online and offline meeting arrangements.
Communication Support
· Assist with professional emails, messages and meeting confirmations.
· Draft follow-up messages, introductions and other routine correspondence when authorised.
· Coordinate requests for information or documents.
· Maintain clear and professional communication with stakeholders.
Meeting Preparation & Follow-Up
· Collect relevant information before important meetings.
· Prepare brief notes and background information when required.
· Record key discussion points and action items.
· Maintain a follow-up tracker and monitor pending tasks.
· Remind relevant team members about agreed actions and deadlines.
Stakeholder Coordination
· Maintain an organised database of professional contacts and stakeholders.
· Coordinate with trustees, volunteers, professionals, NGOs, institutions, academics, partners and other stakeholders.
· Keep records of important interactions and follow-ups.
Documentation & Organisation
· Maintain digital records of meetings, correspondence, action items and important documents.
· Help establish organised systems for the Founder’s Office.
· Maintain Google Drive, Google Docs and Google Sheets records.
· Help improve existing coordination and documentation processes.
Research Support
· Conduct basic background research on individuals, organisations and institutions before meetings.
· Compile relevant information into concise notes for the Founder.
· Assist with preparation for events, conferences, institutional meetings and other engagements.
Coordination With Internal Teams
· Coordinate with relevant Vandanam teams and volunteers regarding assigned tasks.
· Follow up on requests and provide status updates to the Founder.
· Escalate important or time-sensitive matters when required.
Skills & QualificationsRequired
· Good written and verbal communication skills.
· Strong organisational and time-management skills.
· Good attention to detail.
· Professional email and message-writing ability.
· Ability to manage multiple tasks and priorities.
· Strong follow-up and documentation skills.
· Ability to work independently and responsibly.
· Professional and respectful approach when communicating with stakeholders.
· Ability to handle organisational information responsibly.
· Comfortable using digital tools.
Technology Skills
Candidates should be comfortable with:
· Gmail / Outlook
· Google Calendar
· Google Drive
· Google Docs
· Google Sheets
· Microsoft Word / Excel
· Zoom / Google Meet / Microsoft Teams
· WhatsApp
Experience with CRM, project-management or task-management tools is an advantage.
Preferred Experience
Experience in any of the following areas will be an advantage:
· Executive Assistant
· Administrative coordination
· Founder’s Office / CEO Office
· Project coordination
· Stakeholder management
· Client coordination
· NGO or social-sector organisations
· Corporate administration
· Event coordination
Candidates with strong communication and organisational abilities but limited professional experience may also be considered.
Who Can Apply?
This role may be suitable for:
· Experienced professionals looking to contribute their skills to the social sector.
· Students or recent graduates with strong organisational and communication skills.
· Professionals with experience in administration, coordination, management, communications or related areas.
· Individuals interested in gaining exposure to executive-office and social-impact work.
Volunteer Opportunity
This is a volunteer opportunity with no salary or monetary compensation.
The volunteer will have the opportunity to gain practical experience in executive coordination, stakeholder management, documentation, communication and institution-building within a social-impact organisation.
Any certificate, letter of appreciation or other recognition will be subject to Vandanam Trust’s policies and the individual’s contribution.
Time Commitment
Approximately 2–3 hours per day, with reasonable flexibility for important meetings, events and occasional schedule changes.
The focus will be on completing assigned responsibilities effectively rather than simply completing a fixed number of hours.
Ideal Candidate
We are looking for someone who is:
· Organised and dependable
· Proactive and responsible
· Good at communication
· Detail-oriented
· Comfortable coordinating with different people
· Able to manage priorities
· Professional in their approach
· Willing to learn
· Interested in contributing to social-impact work
How to Apply
Interested candidates should submit:
1. Updated CV/Resume
2. Short introduction
3. Relevant experience, if any
4. Current availability and preferred daily time commitment
5. A brief note explaining why they would like to volunteer with Vandanam Trust
6. One example demonstrating how they have managed multiple tasks or priorities
Subject: Application – Volunteer Executive Assistant to Founder & Managing Trustee
Work Location: Remote
