Executive Assistant to Chairman - NGO

Terms of Reference (TOR) for Executive Assistant to Chairman

Job Title: Executive Assistant to Chairman

Reporting to: Chairman

Experience: Minimum 8 years experience as an EA to MD / CEO / Chairman / Top Management in an MNC / NGO.

Essential Duties & Responsibilities:

Duties and responsibilities include but are not limited to:

Executive Support

- Completes a broad variety of administrative tasks for the CHAIRMAN including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.

- Plans, coordinates and ensures the CHAIRMAN schedule is followed and respected. Provides gatekeeper" and "gateway" role, creating win-win situations for direct access to the CHAIRMAN's time and office.

- Communicates directly, and on behalf of the CHAIRMAN, with Board members, donors, Foundation staff, and others, on matters related to CHAIRMAN's programmatic initiatives.

- Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CHAIRMAN, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.

- Provides a bridge for smooth communication between the CHAIRMAN's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.

- Works closely and effectively with the CHAIRMAN to keep him/her well informed of upcoming
commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for
the issues taking place in the environment and keeping the President updated.

- Provides leadership to build relationships crucial to the success of the organization, and manages a
variety of special projects for the President, some of which may have organizational impact.

- Successfully completes critical aspects of deliverables with a hands-on approach, including drafting
acknowledgement letters, personal correspondence, and other tasks that facilitate the CHAIRMAN's
ability to effectively lead the company.

- Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects
to successful completion, often with deadline pressures.

Board Support and Liaison

- Serves as the CHAIRMAN's administrative liaison to the Foundation's board of directors

- Assists board members with travel arrangements, lodging, and meal planning as needed

- Maintains discretion and confidentiality in relationships with all board members

- Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board
committee matters, including advance distribution of materials before meetings in electronic/paper format.

Senior Management Liaison

- Participates as an adjunct member of the Executive Team including assisting in scheduling meetings
and attending all meetings

- Assists in coordinating the agenda of senior management team meetings and off-sites, and all-staff meetings

- Facilitates cross-divisional coordination of travel and outreach plans Communications, Partnerships, and Outreach

- Ensures that the CHAIRMAN's bio is kept updated an d responds to requests for materials regarding the CHAIRMAN and the organization in general

- Edits and completes first drafts for written communications to external stake holders Strategic
Initiatives

- Works with the Strategic Initiatives team in coordinating the CHAIRMAN's outreach activities

- Follows up on contacts made by the CHAIRMAN and supports the cultivation of ongoing relationships

Qualifications:

-Masters Degree in Secretarial Practice / Management / Social Sector.

- Having excellent Communication skills with exceptional command over language, Preferably English and Hindi , Additional knowledge of Japanese.

- Ability to analyze and break complex problems.

- Should be able to work under extreme pressure

Interested candidate kindly mail your detailed profile on hr.admin@indiacenterfoundation.org