Executive Assistant & Administrative Associate

Pahlé India Foundation (PIF); New Delhi; On-site; INR 600,000 - 1,200,000; Full time

Job summary

Pahlé India Foundation (PIF) is seeking an Executive Assistant to support senior leadership and manage day-to-day office operations in Delhi. The role includes calendar management, travel coordination, and stakeholder communications with high attention to accuracy and confidentiality.

The candidate will assist with document control, attendance tracking, asset management, and vendor coordination, ensuring smooth workflows across internal teams, vendors, and media partners.

Qualifications

• 2–5 years of experience in office administration, operations or coordination.
• Experience in NGO, think tank, or corporate office preferred.
• Proficient in MS Office and Google Workspace; HRMS experience desirable.

Responsibilities

• Calendar management & time management of multiple senior leaders.
• Stakeholder & correspondence management with zero factual/protocol errors.
• Document & information management of sensitive files.
• Coordinate travel and accommodation bookings for staff.
• Manage staff attendance records and related administrative tracking.
• Support asset management and vendor coordination.

Skills

Calendar management

Stakeholder management

Document management

Travel coordination

Vendor management

Office software

Google Workspace

HRMS/Keka

IT asset management

Communication skills

Education

Bachelor's degree in Business Administration/Commerce/Management

Diploma/Certification in Office Administration or Facility Management

Tools

Microsoft Office

Google Workspace

HRMS/Keka

Travel booking software

IT asset management tools

Job description

Reports To: Senior Manager– Administration& Operations

Employment Type: Full-time

Experience Required: 2–5 years

Pahlé India Foundation (PIF) is a leading public policy think-and-action tank that works at the intersection of research, policy implementation, and partnerships to drive India's inclusive development agenda. PIF collaborates with government, industry, philanthropy, and knowledge partners to design evidence-based solutions that foster a Viksit Bharat.

Role Summary

This job role has two main focus areas:

1. Being an executive assistant to senior leadership which includes managing calendars, scheduling meetings and ensuring a smooth workflow of multiple upper level management personnel.

2.This role will also require you to support the day-to-day administrative and office operations of the organisation. This includes travel and accommodation coordination, attendance management and vendor coordination. The role requires strong organisational skills, reliability and the ability to coordinate smoothly with internal teams, vendors, service providers and media/design partners.

• Calendar management & time management of multiple senior leaders, including proactively managing internal priorities against external stakeholder demands
• Stakeholder & correspondence management, including drafting, proofreading, and managing official correspondence (letters to ministries, DCs, CMs, donor agencies) with zero factual/protocol errors.
• Document & information management of sensitive files, including MoUs, donor agreements, board papers, policy drafts.
• Coordinate travel and accommodation bookings for staff, including flights, trains and hotel stays.
• Manage staff attendance records and related administrative tracking.
• Support asset management, including maintaining records of office equipment and IT assets.
• Vendor management, including identifying and selecting vendor and media personnel for Op-eds and related publications.

Educational Qualification

• Bachelor's degree in Business Administration, Commerce, Management or a related field (preferred).
• Diploma/Certification in Office Administration or Facility Management would be an added advantage.

Experience

• 2–5 years of experience in office administration, operations or administrative coordination.
• Experience in a corporate office, consulting firm, NGO, think tank or research institution preferred.
• Experience in coordinating travel, procurement and office operations.

Technical Skills

• Good working knowledge of Microsoft Office (Excel, Word, PowerPoint).
• Familiarity with Google Workspace.
• Experience with HRMS/attendance systems (e.g., Keka) is desirable.
• Ability to coordinate with travel agencies, vendors and service providers.
• Basic understanding of IT asset management and office infrastructure.

Other Attributes

• Strong organisational and multitasking skills, with attention to detail.
• Reliable and proactive in following up with vendors and service providers.
• Good interpersonal and communication skills.
• Ability to work under pressure and manage time-sensitive coordination, such as travel and meetings.