Job Position : Executive Assistant (Grants & proposals)

Job Position Code : MGMT-C/SR

Industry : Healthcare, Education, Finance, Construction, Real Estate and Automobile

Position : Full Time

Department : MGMT Common

Reports to: CEO & Chairman

About Guires:

Guires Group is a renowned global provider of services in advanced Contract Research, Data Science, Development, Pilot Manufacturing, Education, Consulting and outsourcing. Under our diverse brand portfolio, we are dedicated to facilitating the development of innovative products and solutions across diverse industries.

Job Function/Role Summary

We are seeking a highly competent, detail-oriented, and proactive professional to manage end-to-end grant proposal development while providing high-level executive secretarial support to senior leadership. The role requires strong research capability, exceptional writing skills, administrative excellence, and the ability to handle confidential information with utmost professionalism. The incumbent will play a critical role in securing funding opportunities and ensuring seamless coordination between internal teams, donors, and external stakeholders.

Travel

- Travels domestically to and from multiple facilities or worksites, often requiring overnight stays. Approximately 50% travel.
- Regular visits to organizational facilities and partner locations
- Nungambakkam, Ambattur, IIT Incubation Center

Work Schedule: Monday to Saturday, 9.30a.m. to 6:30pm. Hours may vary on occasion, depending on workload.

Req. Qualification:

Education and Experience:

- Bachelor’s or master’s degree in business administration, Public Administration, English, Social Sciences, Development Studies, or related discipline
- Additional certification in Secretarial Practice, Project Management, or Grant Writing will be an added advantage

Req. Experience:

- 2+ years of relevant experience in grant proposal writing, project coordination, or executive secretarial roles
- Prior experience in NGOs, research institutions, academic organizations, CSR divisions, or international projects preferred




- Proven track record of successful grant submissions is desirable

Req. Knowledge and Skills:

Professional Skills

1. Exceptional proposal writing and editing skills

2. Solid research and analytical abilities

3. Advanced documentation and reporting capability

4. Sound financial and budget comprehension for proposal preparation

Technical Skills

5. Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook)

6. Experience with proposal management tools and databases

7. Familiarity with online grant portals and submission platforms

Behavioural Competencies

8. High level of integrity and ability to maintain confidentiality

9. Excellent organizational and multitasking skills

10. Strong attention to detail and accuracy

11. Ability to perform effectively under tight deadlines

12. Effective interpersonal and communication skills

13. Proactive, self-driven, and solution-oriented mindset

Essential Duties and Responsibilities

Grant Research & Proposal Management

- · Identify, evaluate, and track national and international funding opportunities (Government, CSR, Foundations, Multilateral Agencies, Research Bodies)
- · Lead the preparation, drafting, editing, and submission of high-quality grant proposals, concept notes, Expressions of Interest (EOIs), and RFP responses
- · Coordinate with technical teams, finance, and management to gather project inputs, budgets, timelines, and supporting documentation
- · Ensure strict compliance with donor guidelines, eligibility criteria, and submission protocols
- · Maintain a centralized database of funding opportunities, submissions, deadlines, and outcomes
- · Develop logical frameworks, project narratives, and impact statements aligned with organizational goals




- · Support post-award processes including grant agreements, reporting schedules, and utilization documentation
- · Monitor grant performance milestones and ensure timely submission of progress and financial reports

Documentation, Reporting & Compliance

- · Prepare comprehensive project reports, donor reports, utilization certificates, and supporting documentation
- · Maintain accurate records of proposals, approvals, correspondence, and grant-related documents
- · Ensure compliance with statutory, institutional, and donor requirements
- · Assist in audit preparation related to funded projects
- · Track deliverables, KPIs, and reporting timelines

Executive Secretarial Support

- · Provide high-level administrative and secretarial support to the CEO/Director/Senior Leadership
- · Manage executive calendars, appointments, travel arrangements, and official engagements
- · Coordinate internal and external meetings, prepare agendas, presentations, and briefing materials
- · Record Minutes of Meetings (MoM) and monitor action items for timely closure
- · Handle official correspondence, emails, and confidential communications
- · Act as a liaison between leadership and internal departments/external stakeholders
- · Maintain confidential files, records, and sensitive information with discretion

Coordination & Stakeholder Management

- · Facilitate communication with donors, partners, consultants, and government agencies
- · Coordinate cross-functional teams for proposal development and project execution
- · Support organization of conferences, workshops, site visits, and official events
- · Ensure smooth information flow between management and operational teams

Key Performance Indicators (KPIs)

- Number and quality of proposals submitted
- Success rate of funding applications
- Timeliness and accuracy of documentation and reporting
- Effectiveness of executive support and coordination
- Compliance with donor and organizational requirements

Contact Number : +91-XXXXXXXXXX

Pay: ₹20,000.00 - ₹25,000.00 per month

Work Location: In person

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