Executive Assistant

Varthur Foundation Trust; Bengaluru; On-site; INR 900,000 - 1,500,000; Full time

Job summary

Varthur Foundation Trust is seeking an experienced Executive Assistant to support the Chairman in Bengaluru. The role demands coordinating calendars, handling communications, preparing meeting materials, and ensuring confidentiality.

You will manage documents, assist with events, and build strong stakeholder relationships. The ideal candidate has a decade of executive support experience, a relevant bachelor’s degree, and exceptional organizational and communication skills.

Qualifications

• Minimum 10 years of experience in executive support roles.
• Bachelor’s degree in business administration, education, or related field preferred.
• Strong organizational skills with the ability to manage multiple tasks and priorities.
• Excellent written and verbal communication, professional demeanor.
• Proficient in Microsoft Office suite (Word, Excel, PowerPoint, Outlook).
• Meticulous attention to detail and discretion with confidential information.
• Strong analytical and problem-solving abilities; able to think critically.
• Flexible and adaptable to changing priorities and deadlines.
• Team player with ability to work across levels of the organization.
• Maintain a high level of professionalism and confidentiality.

Responsibilities

• Coordinate and manage the Chairman's calendar, including scheduling appointments, meetings, and travel arrangements.
• Serve as the primary point of contact for internal and external communications for the Chairman.
• Organize and prepare materials for meetings, attend meetings, take minutes, and follow up on actions.
• Maintain and organize electronic and paper documents, ensuring accessibility.
• Provide general administrative support and manage office supplies and expenses.
• Build and maintain relationships with stakeholders including board members and external partners.
• Assist in planning and executing events such as conferences and board meetings.
• Handle confidential information with discretion and integrity.
• Conduct research and provide summaries and recommendations as requested by the Chairman.
• Identify process improvements to streamline the Chairman's office operations.
• Support the team and adapt to changing priorities and deadlines.

Skills

Calendar management

Communication

Meeting coordination

Document management

Administrative support

Relationship management

Event planning

Confidentiality

Research

Problem solving

Continuous improvement

Adaptability

Team player

Professionalism

Education

Bachelor's degree in business administration or education

Tools

Microsoft Office

Job description

Calendar Management: Coordinate and manage the Chairman's calendar, including scheduling appointments, meetings, and travel arrangements.

Communication: Serve as the primary point of contact for internal and external communications on behalf of the Chairman, including answering phone calls, responding to emails, and drafting correspondence.

Meeting Coordination: Organize and prepare materials for meetings, including agendas, presentations, and other relevant documents. Attend meetings as needed, take minutes, and follow up on action items.

Document Management: Maintain and organize electronic and paper files, ensuring all documents are properly filed and accessible.

Administrative Support: Provide general administrative support, such as handling expense reports, managing office supplies, and coordinating special projects as assigned.

Relationship Management: Build and maintain positive relationships with stakeholders, including board members, staff, students, parents, and external partners.

Event Planning: Assist in planning and executing special events, such as conferences, workshops, and board meetings.

Confidentiality: Handle sensitive information with discretion and always maintain confidentiality.

Research: Conduct research on various topics as requested by the Chairman, providing summaries and recommendations as needed.

Problem Solving: Anticipate potential issues and proactively address them, seeking guidance from the Chairman when necessary.

Continuous Improvement: Identify opportunities to streamline processes and improve efficiency within the Chairman's office.

Requirements

Experience: A minimum of 10 years of experience in executive support roles, preferably within the education sector.

Education: Bachelor's degree in business administration, education, or a related field is preferred.

Organizational Skills: Strong organizational skills with the ability to manage multiple tasks simultaneously and prioritize effectively.

Communication: Excellent written and verbal communication skills, with a professional and courteous demeanour.

Technology Proficiency: Proficient in Microsoft Office suite (Word, Excel, PowerPoint, Outlook)

Attention to Detail: Meticulous attention to detail and accuracy in all work tasks.

Discretion: Demonstrated ability to handle confidential information with discretion and integrity.

Problem-Solving: Strong analytical and problem-solving skills, with the ability to think critically and make sound decisions.

Adaptability: Flexible and adaptable to changing priorities and deadlines.

Team Player: Ability to work collaboratively with colleagues at all levels of the organization.

Professionalism: Maintain a high level of professionalism and confidentiality in all interactions.

This position offers an exciting opportunity to play a key role in supporting the Chairman of our educational institution and contributing to the success of our organization. If you have the skills, experience, and passion for education, we encourage you to apply.