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, media, skill development, and community empowerment.

We are currently in our structuring and institution-building phase, developing our teams, systems, processes, and network of professionals, volunteers, institutions, and social-sector stakeholders to build a sustainable and impactful organisation.

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 skilled 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.

· Qualified 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:

· Google Workspace (Gmail, Calendar, Drive, Docs, Sheets)

· Microsoft Office (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 opportunity may be particularly suitable for individuals who are looking for flexible, meaningful professional engagement alongside their existing commitments.

We particularly welcome applications from:





- Teachers and educators who can dedicate a few hours during their evening or other available time.
- Women on career breaks who want to stay professionally connected, utilise their existing skills, and continue building professional exposure.
- Experienced women professionals from administration, management, education, HR, communication, operations, coordination, or related fields.
- Women professionals transitioning between careers or roles who are looking for meaningful and flexible volunteer engagement.
- Students and recent graduates with strong communication, organisational, and coordination skills.
- Experienced professionals who want to contribute their expertise to the social sector.
- Individuals interested in gaining exposure to Founder’s Office, executive coordination, stakeholder management, and institution-building.

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.

We Are Particularly Looking For Someone Who Is:

- Well-spoken and confident in professional interactions.
- Comfortable communicating with senior professionals, trustees, institutions, and external organisations.
- Clear and professional in written and verbal communication.
- Organised, dependable, and responsible.
- Proactive and comfortable taking ownership of assigned tasks.
- Strong in follow-up and coordination.
- Comfortable managing multiple priorities.
- Able to work independently with reasonable guidance.
- Willing to learn and adapt to evolving organisational systems.
- Interested in contributing to social-impact and institution-building work.

This role can be especially suitable for a woman who wants to remain professionally engaged during a career break, a teacher looking to utilise her evening hours meaningfully, or an experienced professional who wants to contribute her skills to social impact.

Point Of Contact :

[email protected]

[email protected]

Work Location: Remote

📌 Volunteer Executive Assistant to Managing Trustee (India)
🏢 Vandanam Organization
📍 India