Job Title: Executive Assistant
Reports to: Executive Director
Location: Bangalore
Grade: 4
Salary: Rs. 22,384/- per month or Rs. 268, 607 per annum (cost to the organization)
KEY RESPONSIBILITIES
1. Administrative Support
a. Correspondence
i. Sifting and prioritizing all correspondence
ii. Writing email and letter responses, independently, where agreed
iii. Make and receive phone calls & messages
iv. Maintain contacts database
b. Diary management
i. Arrange and confirm appointments
ii. Make travel bookings both international and in-country
iii. Contact all involved with any diary changes
c. Meeting support
i. Attend internal/external meetings where requested
ii. Take minutes where requested and circulate within stipulated time-frame
iii. Arranging regular calendar meetings: staff meetings, line management meetings, meetings with the Board and Society
iv. Plan and prepare for meetings of the Executive Director - prepare documents, finalize attendees, book venue & rooms, make travel arrangements, circulate route maps & necessary papers in advance, plan refreshments, meet and host guests etc.
d. Other
i. Process Executive Director’s expenses
ii. Develop and maintain the Executive Director’s filing and information systems
iii. Ensure stationery requirements met
2. Research and writing
a. Researching key ad hoc projects/issues for the Executive Director
b. Synthesizing information and preparing briefs/summaries
c. Making presentations for the Executive Director
3. Other responsibilities
a. Assist ED in keeping time commitments and completing tasks
b. Follow-up with internal and external parties to submit reports/documents
c. Any other duties as assigned by the ED
Experience
- At least 1-2 years experience in any organization in which you have displayed the required skills and abilities
Knowledge - Ms Office, including Powerpoint, spreadsheet and word processing, email and internet
- Understanding of Greenpeace and its Campaigns (desirable)
Skills & Abilities- Proven ability to organize: time management and personal workload planning
- A very good eye for detail with a systematic approach to work
- Ability to read large complex documents and learn new issues
- Excellent communication skills, both oral and written
- Ability to work cooperatively with people at all levels of the organization
- Ability to identify and clarify assumptions
- Reasonably numerate, to administer budgets
- Polite, professional, friendly telephone manner
- Excellent inter personal skills
- Confidentiality and discretion
- Sensitivity and diplomacy
Working ConditionsThis role may entail some travel within the country. Whilst we generally follow reasonable office hours, the Executive Assistant is expected to be flexible to meet the demands of the job and his/her line manager.
Please email your CV to the HR Manager at
hrrecrui@in.greenpeace.org