Executive Assistant - ChildFund India (Apply by: 20 Apr 2014)

JOB DESCRIPTION

Title: Executive Assistant                     

Division/Department: ED                     

Location: Bangalore

Reporting Relationship: CEO

SUMMARY

Reporting directly to the ChildFund India National Director (ND)/ChildFund India Society CEO, the Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the ND/CEO. The Executive Assistant also serves as a liaison to the ChildFund India Society (known as the Society) board of directors; organizes and coordinates executive outreach and external relations efforts; and oversees special projects.

The Executive Assistant must be creative and enjoy working within a large, complex, non-profit development 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.

 DUTIES/RESPONSIBILITIES

                       

Executive Support to the National Director:

Schedules and manages calendar of appointments; arranges detailed travel plans, itineraries, and agendas; completes expense reports.

Plans, coordinates and ensures the ND/CEO's schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the ND's time and office.

Composes, compiles, and/or supports ND/CEO in preparation and presentation of reports, proposals, budgets, and related activities in servicing and developing contracts and relationships with stakeholders and partners.

Liaises with NO Communications Officer for specific written communications to external stakeholders, in response to requests for materials regarding the ND/CEO and the organization in general.

Researches, prioritizes, and follows up on incoming issues and concerns addressed to the ND/CEO, including those of a sensitive or confidential nature. Determines appropriate course of action.

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

Acts as a "barometer," having a sense for the issues taking place in the environment. Keeps ND/CEO well informed of upcoming commitments and responsibilities, following up appropriately.

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

Follows up on contacts made by the ND/CEO and supports the cultivation of ongoing relationships.

Maintains correspondence files, ensuring confidentiality of sensitive information is safeguarded.

Board Support and Liaison:

Serves as the CEO's administrative liaison to the India Society's board of directors. Maintains discretion and confidentiality in relationships with all board members.

Communicates directly, as instructed by and on behalf of the CEO, with Board members.

Develops board agenda; compiles board meeting packets, ensuring accuracy, completeness and timely distribution of materials board members.

Attends board meetings; records and transcribes board minutes in accordance with established process.

Composes complex documents (executive summaries, correspondence, agendas, minutes, newsletters, event programs, directory, reports, etc.) to record activities, provide written reference and/or convey information to board members, staff, and the public, as required.

Assists board members with travel arrangements, lodging, and meal planning, as needed.

Complies with applicable rules and regulations set in bylaws regarding board and committee matters, including advance distribution of materials before meetings in electronic/paper format.

Maintains documents, files and records (e.g. policy book, official Board book/registry, etc.), ensuring current, accurate and accessible information, and an audit trail for assurance review.

QUALIFICATIONS/EXPERIENCE          

•         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

•          Demonstrated experience in the preparation of agendas and minutes with an understanding of board governance requirements, and associated regulations.

•         Expert level written and verbal communication skills

•          Demonstrated proactive approaches to problem-solving with strong 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

•        Post Graduate degree in Development Studies/Social Sciences degree required.

•        Basic bookkeeping skills, and experience in general management.

•        Strong work tenure: eight years’ experience supporting Executives, preferably in a non-profit organization.

•        Strong communication skills in English & Hindi (oral & written)

•        Willingness to travel ( 30% )

•        Experience and interest in internal and external communications and partnership development.

•        Well-developed keyboard and computer skills with an advanced working knowledge of Microsoft Office, (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.  

Please send your profile to recruitment@childfundindia.org before 20th April, 2014 mentioning clearly the Position Title in the subject line. Kindly mention your current salary/ expectations if any.