Job Opportunity for Executive Assistant to Executive Director at Navjyoti India Foundation

  • Anywhere

Website Navjyoti India Foundation

• Appointments / Calendar Management
• Communication
• Process improvement


1. Appointments / Calendar Management –

• Prioritizing of appointments. Coordinate requests from high-level visitors and establish briefing programs.

• Prepare Agenda for meetings, take minutes and follow up on the implementation of decisions. Attend and participate in internal and external meetings and workshops in assigned areas of work.

• Preparation of the agenda of senior management team meetings, In-House and off-sites as well.

Preparation of minutes of meetings

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

• Prepare, draft, and finalize correspondence including of a non-routine nature requiring research and understanding of administrative, operational and program matters and knowledge of program areas.

2. Communication –

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

• Act as the point of contact among executives, employees, donors, and other external partners.

• Prepare and/or review and clear correspondence for the Director’s signature, ensuring accuracy of information and compliance with applicable standards.

• Receive visitors and respond to in-person, telephone, and email inquiries in a timely manner.

• Analyze, manage, and monitor a diverse range of correspondence and documentation, including of a confidential and sensitive nature, bringing important issues to the Director’s immediate attention. Draft notes and responses requiring research and an understanding of administrative, operational and program areas.

3. Process improvement –

• Evaluate and propose improvements to work methods and processes. Assess the impact of changes and make recommendations on follow up actions.

• Works with the Strategic Initiatives team in coordinating the ED’s outreach/field activities.

• To handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of donor service and response.

• Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters.

• To ensure successful completion of critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the ED’s ability to effectively lead the company.

• To demonstrate his/her ability to achieve high performance goals and meet deadlines in a fast-paced environment, forward looking thinker, who actively seeks opportunities and proposes solutions


• Maintain a safe and cordial relation with the stakeholders and other community members to harness their strength appropriately

• Ensure healthy and safe environment for all beneficiaries, visitors, employees, stakeholders

• Enforcement of discipline policies and procedures

• Ensure compliance to information security at all levels and ensure confidentiality of information where required including data, records etc

• Ensure that employees, beneficiaries, volunteers, contractors and third-party users understand their responsibilities and authorities and are suitable for the defined roles

• Comply with the overall safety guidelines of the organization and Government of India including Child Protection Policy, POSH, Child Labour Act


• Administration – To monitor administrative roles of the staff as per the requirement
• Monitoring and review – Authorized to obtain progress of the projects and any reports


• Work with diverse set of people and beneficiaries that may have multiple issues, emotional situations and other pressures

• Operates in challenging environment at the project site having exposure to extreme weather conditions, as well as social conditions

• Job position may require travel locally or elsewhere

• Extended work hours occasionally if situation requires /arises

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