Executive Assistant

Job Description

Job Summary: The Executive Assistant (EA) provides full administrative support to the India Country Director (ICD). The EA will use broad and comprehensive experience , skills and knowledge in organizational policies , procedures and practices , and serves as a liaison coordinating cross - functional activities between the executive office and departments , ensuring timely flow of information to and from the executive office , handling details of a highly confidential and critical nature , and working efficiently and effectively in a fast - paced professional environment. The EA independently manages multiple tasks and projects with competing priorities and deadlines , screens and prioritizes communications and opportunities from external and internal sources. The ideal candidate must be able to work independently with little or no supervision. Reporting and relationships: The Executive Assistant reports to India Country Director. Availability: Typically the working hours are 9:30 am to 5:30 pm. Executive Assistantwill be expected to work a standard workweek of 40 hours plus additional hours as necessary to get the job done. This position requires occasional travel to other states in India. Prepares for ICD - chaired meetings including arranging the meeting agenda , task reminders , one - to - one meeting agendas , and other miscellaneous preparation as required. Manages the daily schedule of ICD and keeps appointments and meetings on time or changes schedules when necessary. Ensures that various administrative tasks are carried out in an effective and efficient manner , including copying , reviewing external mail , drafting correspondence , screening phone calls when requested , and maintaining executive files as needed. Processes and maintains ICD expenses. Handle a heavy volume of complex domestic (multiple time zones) and international calendaring involving China , US and Africa. Maintain an organized system of tracking , monitoring , and prioritizing tasks and initiatives. Assist with reporting. Create , update and / or maintain organized files and records , both hard and soft copy. Provide supporting communications assistance to ensure timely responses to inquiries including acting as liaison for the team with internal partners , answering questions , routing requests appropriately and taking and distributing minutes of meetings as requested. Plans both the content and logistics of ICDs travel , working in coordination with the Travel Manager , including making hotel and transportation arrangements; coordinating with internal staffand external constituents as necessary; researching organizations and individuals; passport / visa renewals; and preparing travel / briefing packets for ICD. A deep commitment to the mission of a better , safer future for the worlds poorest people through land ownership and secure land rights. Ability to proficiently use Windows , Word , Excel , PowerPoint , Outlook , and other software. Ability to work in support of and collaboratively with a range of people at all levels , including Landesa global staff , project management team , Landesa donors , Landesa partners including government officials , visitors , contractors and subcontractors , outside vendors and services suppliers , and other administrative staff members. Fluency in English and Hindi required. Proficiency in other Indian local languages highly desired. Ability to work as a member of teams including administration , development , communications and program teams. Ability to communicate well in writing , orally , and non - verbally. Includes an ability to make and use distinctions as to types , frequency , tenor , and levels of communications , depending upon the circumstances , audience , recipient , and content. Work Habits should include but are not limited to accuracy , creativity , efficiency , thoroughness , regularity , timeliness , neatness , orderliness , and punctuality. A strong drive for excellence in work products and personal performance. Graduate degree Special diploma / certificate or formal training in secretarial course is highly desirable A minimum of 5 - 7 years of progressively responsible experience that includes the performance of some or all of the duties described above. Additional Comments: The above job description is not intended as , nor should it be construed as , exhaustive of all responsibilities , skills , efforts , or working conditions associated with this job. Reasonable accommodations may be made in appropriate circumstances to enable qualified individuals with disabilities to perform the essential functions of this job. No phone calls please. Due to the high volume of applicants , only candidates selected for an interview will be contacted.,

Keyskills :
word scheduling drafting mail filing excel orporateliaison meetingfacilitation administrativesupport draftingcorrespondence microsoftoffice projectmanagement bordercontrol