Program Assistant - New Delhi, India - Arthan

Description

As a Program Assistant, you will serve as the liaison between the organization's India leadership and internal and external contacts including business partners and donors. Additionally, you will assist with the day-to-day operations of the organization's India team. You will work in close collaboration with the global team. Specifically, you will closely collaborate and partner with program leadership, the India Program Operations Manager, and the India Program Operations Leader. This role reports to the Managing Director of the India program.

You will also serve as the first point of contact for staff and guests and will be the primary contact for all property-related management at the New Delhi office location. The ideal candidate will become an integral partner in modeling the culture, efficiency, and atmosphere of the New Delhi office.

Your responsibilities:

Administrative support for the organization's India Program leadership:

• Manage individual calendars for Leadership, as well as shared programmatic calendars.
• Ensure Leadership is prepared for meetings and engagements by providing necessary information, reserving preparation time, and scheduling preparation meetings as necessary.
• Serve as gatekeeper for Leadership, streamlining communication and serving as the primary point of contact for Leadership with both internal and external stakeholders.
• Submit timesheets and expense reports on time and maintain associated documentation.
• Submit invoices monthly for approval and processing.
• Understand priorities and commitments of Leadership and can adjust seamlessly, proactively, and with little advance notice.
• Handle daily requests from Leadership and follow up in a timely and professional manner.

Administrative coordination for the organization:

• Support with day-to-day administrative functions such as scheduling of conference rooms, support with event organization, catering and other set up for events and high-level meetings, printing and collation of program materials, travel and hotel bookings for large events or high-level visits, coordination for local transportation for high-level visits and large events, ensure business cards printed and delivered to the organization's India staff, etc.
• Maintain supply of the organization's India collateral and publications
• Keep up-to-date documentation of the organization's India policies and processes
• Propose and coordinate team activities and holiday events in coordination with India Program Operations team.

Office management of the office:

• Welcome guests and assist them in finding their way around the office
• Answer calls for the main organization's India phone number
• Check and respond to inquiries for the general voicemail and general email inbox
• Receive, sort, and distribute incoming mail, coordinate pickup and delivery of FedEx, couriers
• Manage all aspects of office upkeep, maintenance, and operations such as workspace assignment and layout, coordination and supervision of maintenance and cleaning services, scheduled maintenance and repair services for office, phone, IT, internet, relevant communications to staff, etc.
• Maintain internal documentation for office systems, supplies inventory, records maintenance, processes, and building amenities
• Implement policies and procedures for ordering supplies, records maintenance, and other clerical services as needed, including notary services
• Manage staff and visitor access to the building
• Primary contact for office operations vendors: Manage contracts, billing, vendor management, and maintenance of key office operations such as internet, phone lines, and IT (including procurement and maintenance of laptops, etc.)
• Maintain a strong working relationship with the general manager and staff of the property owners
• Act as a culture leader supporting office and team-building activities

Minimum Qualifications:

• Bachelor's degree from an accredited college or university, or an equivalent combination of education and experience
• Minimum of 3 years as an executive assistant/administrative assistant in a professional environment or as an office coordinator
• Proficiency in Microsoft Outlook and Office suite
• Excellent written and verbal communication skills
• Experience working with senior staff in various organizations and governments
• Ability to maintain professionalism and strict confidentiality
• Can graciously and efficiently handle unanticipated changes to schedules, plans, and workloads

Additional Qualifications:

• Organized, self-directed, and ambitious
• Excellent customer service skills and mindset
• Exceptional attention to detail, accuracy, and follow-through
• Excellent judgment and strong triage and decision-making ability
• Ability to interact with staff at all levels, often under pressure, remaining positive, flexible, proactive, resourceful, efficient, and managing multiple, competing demands
• Passion for the organization's mission
• Motivation to seek ways to improve systems and processes
• Enthusiastic culture driver

Location

• The job location will be New Delhi, India.

Benefits and Compensation:

• We offer a competitive compensation and comprehensive benefits package, including:
• Medical insurance allowance
• Professional and personal development
• Parental leave
• Casual work environment