Executive Assistant

• *Executive Assistant**

• *Job Description \| July 2026Location:** Ahmedabad

• *Employment Type:** Full Time

• *Reporting To:** Executive Director

• *Number of Vacancies:** 1**Experience Required:** 4–7 years

• *About the Role**

We are seeking a highly organized, proactive, and trustworthy Executive Assistant to provide comprehensive administrative and strategic support to the Executive Director. The ideal candidate will manage schedules, coordinate internal and external communications, oversee executive priorities, and ensure seamless execution of organizational activities. This role requires exceptional discretion, strong communication skills, attention to detail, and the ability to work in a fast\-paced environment while handling confidential information.

• *Key Responsibilities**

• *1\. Executive Support**

• Manage the Executive Director's calendar, appointments, meetings, and travel arrangements.
• Prioritize and coordinate daily schedules to maximize productivity.
• Prepare agendas, presentations, reports, briefing notes, and meeting materials.
• Screen, prioritize, and respond to emails, phone calls, and correspondence on behalf of the Executive Director where appropriate.
• Maintain confidential files, records, and executive documentation.

• *2\. Meeting \& Communication Management**

• Schedule and coordinate internal and external meetings across departments and stakeholders.
• Record meeting minutes, track action items, and follow up to ensure timely completion.
• Draft professional emails, letters, presentations, and official communications.
• Act as a liaison between the Executive Director and internal teams, partners, consultants, and external stakeholders.

• *3\. Project Coordination**

• Monitor progress of strategic initiatives and organizational priorities assigned by the Executive Director.
• Coordinate with department heads to collect updates, reports, and project information.
• Track deadlines and ensure timely execution of assigned tasks across departments.
• Assist in planning organizational events, board meetings, leadership reviews, and donor engagements.

• *4\. Administrative Management**

• Maintain organized filing systems for executive documents, contracts, reports, and correspondence.
• Coordinate travel bookings, accommodation, logistics, and expense documentation.
• Prepare expense statements and assist with reimbursement documentation.
• Support procurement and administrative requirements related to executive operations.

• *5\. Confidential \& Strategic Support**

• Handle sensitive organizational information with complete confidentiality and professionalism.
• Conduct background research, compile data, and prepare executive summaries for decision\-making.
• Assist in policy documentation, strategic planning activities, and organizational reporting.
• Undertake special assignments and strategic projects as directed by the Executive Director.

• *Qualifications**

• **Education:** Bachelor's degree in Business Administration, Management, Commerce, or a related field. A Master's degree will be an added advantage.
• **Experience:** 4–7 years of experience as an Executive Assistant, Executive Coordinator, or in a similar administrative support role.
• **Technical Skills:**
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong command of Google Workspace.
• Excellent documentation, presentation, and report\-writing skills.
• Experience using project management and collaboration tools is an advantage.
• Excellent English communication skills (written and verbal). Knowledge of Hindi and Gujarati will be an added advantage.

• *Skills and Competencies**

• Excellent organizational and time management skills.
• Strong verbal and written communication abilities.
• Exceptional attention to detail and accuracy.
• Ability to multitask and prioritize competing responsibilities.
• Strong problem\-solving and decision\-making skills.
• High level of professionalism and discretion.
• Ability to work independently with minimal supervision.
• Strong interpersonal skills and stakeholder management.
• Ability to manage confidential information with integrity.
• Adaptability in a dynamic and fast\-paced work environment.

• *Personal Attributes**

• Highly dependable and trustworthy.
• Professional, courteous, and confident in interactions.
• Self\-motivated with a proactive approach to work.
• Calm under pressure and capable of handling multiple priorities.
• Strong sense of ownership and accountability.
• Positive attitude with a solution\-oriented mindset.
• Commitment to the mission and values of the organization.

• *Compensation**

• Final offer will depend on the candidate's experience, qualifications, and overall skill set.

Pay: From ₹12,604\.10 per month

Work Location: In person