Job Posting: Executive Assistant to the Directors

: Reporting directly to the Directors, the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the

Directors. The Executive Assistant also serves as a liaison to the board of Directors and senior management teams; organizes and coordinates executive outreach and external relations efforts;

and oversees special projects. The Executive Assistant must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and community oriented.

The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.

The Executive

Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Roles and Responsibilities Executive

Support

Completes a broad variety of administrative tasks for the Directors 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 DIRECTORS's schedule is followed and respected.

Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the

DIRECTORS's time and office.

Communicates directly, and on behalf of the Directors, with Board members, donors,

Foundation staff, and others, on matters related to DIRECTORS's programmatic initiatives.

Researches, prioritizes,



and follows up on incoming issues and concerns addressed to the

Directors, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.

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

Works closely and effectively with the DIRECTORS 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

Directors updated.

Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the Directors, 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 DIRECTORS's ability to effectively lead the company.

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

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Board Support and Liaison

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 Directors's bio is kept updated and responds to requests for materials regarding the Directors 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 Directors's outreach activities

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

Edits all, and creates acknowledgement letters from the Directors to donors

Qualifications

Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.

Very strong interpersonal skills and the ability to build relationships with stakeholders,

including staff, board members, external partners and donors.

Expert level written and verbal communication skills.

Demonstrated proactive approaches to problem-solving with robust decision-making capability.

Emotional maturity

Highly resourceful team-player, with the ability to also be extremely effective independently.

Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.

Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment

Forward looking thinker, who actively seeks opportunities and proposes solutions.

Education and Experience Requirements

Bachelor's degree required.

Experience and interest in internal and external communications, partnership development,

Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and

Social Media web platforms.

📌 Executive Assistant To Director (Ahmedabad)
🏢 Zuvay
📍 Ahmedabad