Executive Assistant to CEO

Job Description

JOB DESCRIPTIONJob TitleExecutive Assistant to CEO/Assistant ManagerDepartmentAdministrationReporting toCEOExperience eligibility:5+ yearsAbout usDKMS BMST Foundation India is a non-profit organization dedicated to the fight against blood cancer and other blood disorders, such as thalassemia and aplastic anaemia. Our aim is to improve the situation of patients suffering from blood cancer and other blood disorders in India and throughout the world, by raising awareness about blood stem cell transplantation and registering potential blood stem cell donors. By doing this, DKMS-BMST provides patients in need of a blood stem cell transplant with a second chance at life. DKMS-BMST is a joint venture of two reputed non-profit organisations: BMST (Bangalore Medical Services Trust) and DKMS, one of the largest international blood stem cell donor centres in the world.Read more about DKMS-BMST at www.dkms-bmst.orgMission: To give as many blood cancer and blood disorder patients as possible, a second chance at life.Working Hours: 9:30am to 6:15pmPosition SummaryResponsible for providing content-related support to the CEO in strategic and operational tasks and projects. Maintains contacts with national and international departments and external business partners, organizes and participates in meetings and committees. Clarifies topics with the respective responsible persons with the aim of making recommendations for action to the management. He/she develops and prepares presentations, communication documents and decision papers. The employee takes charge of or participates in projects from the respective area of the CEO as well as the preparation and follow-up of tasks.Key Responsibilities
• Calendar management for CEO: Prioritize inquiries and requests while troubleshooting conflicts; make judgments and recommendations to ensure smooth day-to-day engagements.
• Act as a liaison and support the CEO: Arrange and handle all logistics for meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes.
• Administrative support: Complete a wide variety of administrative tasks that facilitate the CEOs ability to effectively lead the organization, including assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with employees and external parties; composing and preparing correspondence; maintaining contact lists; assisting in travel arrangements
• Coordinates the regulated exchange of information between the specialist departments, business controlling, and management
• Prioritize topics from the meetings and derives tasks in cooperation with the management
• Is responsible for documenting internal decisions, tracking progress in implementation, and preparing results reports and management summaries
• Research business-relevant topics on behalf of the management, filter and prioritize the essential information, and prepares it in a management summary
• Work closely with the CEO to be well informed of upcoming commitments, and responsibilities, and follow up appropriately.
• Provide event management support as requested
• Maintain professionalism and strict confidentiality with all materials.
• Travel, if required.
Key Skills
• Significant executive support experience, including supporting C-level executives (Non-profit experience is highly-preferred)
• Strong verbal and written communication skills
• Exceptional organizational & analytical skills and attention to detail.
• Strong ability to execute work with a diversity, equity, and inclusion lens.
• Strong time-management skills and the ability to organize and coordinate multiple projects at once
• Expert proficiency with Microsoft Office and other Office productivity tools
• High degree of professionalism.
• Committed and confident appearance
• Loyalty and discretion
• Independent, proactive and solution-oriented way of working
• Flexible team player; adaptable and enjoys challenge
Qualifications:
• 5 plus years experience in administrative role reporting directly to Senior management with Bachelors degree, preferably in a non-profit environment.

Keyskills :
administrative assistancecalendar managementanalyticaltravel arrangementsmeeting facilitationemployee communicationofficepersonalmeeting managementmanagersecretary