Executive Assistant - Mumbai, India - Ground Zero

Description

Role: Executive Assistant
Location: Bandra, Mumbai (Hybrid; 3-days in office)
Experience Required: Freshers
Salary Band: LPA

Job Overview: United Way Mumbai has a 6-member leadership team comprising of the CEO, COO and 4 department heads. This position is for an Executive Assistant to support this leadership team.

Job Responsibilities:

• Calendar Management: Effectively managing the leadership team's schedules, including coordinating meetings, appointments, and events. This may involve sending meeting invitations and ensuring that all necessary materials and information are available in advance.
• Travel Arrangements: Making travel arrangements for the leadership team, including booking flights, hotels, transportation, and creating itineraries. This may also involve coordinating visa applications and ensuring all travel-related documents are in order.
• Meeting Support: Assisting in the preparation of meeting agendas, collecting and organizing relevant materials and documents, and distributing them to participants in a timely manner. Taking meeting minutes and following up on action items and decisions made during meetings.
• Research and Reporting: Conducting research and gathering information on various topics as assigned by the leadership team. Compiling and analyzing data, preparing reports, presentations, and other documents to support decision-making and facilitate effective communication.
• Confidentiality and Data Management: Maintaining confidentiality of sensitive information, such as financial records, donor information, and strategic plans. Handling and organizing data, files, and documents in a secure and systematic manner, ensuring easy retrieval and efficient record-keeping.
• Relationship Management: Building and maintaining positive relationships with stakeholders, including donors, partners, board members, and government officials. Facilitating communication and collaboration between the leadership team and these key stakeholders to support the organization's goals and initiatives.
• Administrative Support: Providing general administrative support to the leadership team, such as managing expenses and reimbursements, processing invoices, and coordinating logistics for meetings and events.

Profile requisites:

• Bachelors degree. Candidates with training in secretarial practice will be preferred.
• Excellent communication skills, both written and verbal, with the ability to communicate effectively with a wide range of stakeholders
• Strong organizational skills and attention to detail, with the ability to manage multiple tasks and priorities simultaneously
• Proficiency in Microsoft Office Suite, including Word and Excel
• Ability to maintain a high degree of professionalism and confidentiality
• Ability to work independently and as part of a team, with a positive attitude and strong work ethic
• Prior work experience is not a pre-requisite, but candidates with some experience in similar roles will be preferred.

Hiring Process: 3 rounds of interviews + assignment (usually post 1st round).
Final round interview mandatorily in-person. The process will take 7-15 days