Executive Assistant (Locally Recruited)

CIMMYT (International Maize and Wheat Improvement Center); Delhi; On-site; INR 800,000 - 1,200,000; Full time

Benefits offered by this job

Health insurance

Attractive remuneration package

Job summary

CIMMYT (International Maize and Wheat Improvement Center) is seeking an Executive Assistant to support the Regional Director for Asia and the Managing Director of the Borlaug Institute for South Asia in New Delhi. This role involves managing the Director's calendar, coordinating communications, organizing meetings, and preparing documentation.

Ideal candidates will have a Bachelor's degree, 5+ years in an executive support role, and proficiency in Microsoft Office. Benefits include health insurance and a competitive remuneration package.

Qualifications

• 5+ years of experience in a high-level executive support role.
• Proficiency in Microsoft Office Suite and digital tools.
• Ability to manage competing demands under pressure.

Responsibilities

• Manage the Director’s complex calendar and prepare meeting materials.
• Organize internal and external meetings and prepare agendas.
• Draft and proofread documents ensuring consistency and accuracy.
• Coordinate national and international travel arrangements.
• Maintain organized digital and physical filing systems.
• Support resource mobilization and organize high-level events.

Skills

Organizational skills

Time-management

Problem-solving

Interpersonal skills

Microsoft Office Suite

Digital platforms/tools

Education

Bachelor’s degree in business administration or management

Tools

MS Teams

SharePoint

Job description

The Executive Assistant provides advanced executive and administrative support to the CIMMYT Regional Director for Asia and Managing Director of the Borlaug Institute for South Asia (BISA), based in New Delhi.

The position ensures efficient operation of the Director’s office by managing various priorities, coordinating communications, preparing high-quality documentation, and facilitating implementation and follow-up of actions.

Key Responsibilities

1. Executive Support & Calendar Management

• Manage the Director’s complex and dynamic calendar, coordinating meetings, appointments, and travel arrangements with internal and external stakeholders.
• Anticipate and prepare relevant materials, briefing notes, and background information for meetings or missions.
• Act as the primary liaison between the DG’s Office, internal departments, and external partners to ensure smooth communication and coordination.

2. Meeting Coordination & Follow‑up

• Organize and support internal and external meetings, workshops, and visits, including logistics, preparation of materials, and documentation.
• Prepare agendas, circulate preparatory materials, take minutes, and track follow‑up actions to ensure timely completion.

3. Documentation, Reporting & Communication

• Prepare, draft, and proofread documents, reports, correspondence, and presentations, ensuring accuracy, clarity, and institutional consistency.
• Compile and synthesize information from staff, programs, and HQ to prepare briefing notes or talking points for the Director.
• Ensure professional and consistent communication of messages and documents from the Director’s office.
• Maintain confidentiality and professionalism in handling sensitive information.

4. Travel & Logistics Management

• Coordinate national and international travel arrangements for the Director, including itineraries, visas, and related logistics.
• Process travel expenses claims and reimbursement requests promptly and accurately.
• Ensure compliance with institutional travel and financial procedures and maintain complete records of all related documentation.

5. Information & Records Management

• Develop and maintain organized digital and physical filing systems, including correspondence, contracts, and contact databases.
• Ensure effective information flow and document management through digital tools (MS Teams, SharePoint, OneDrive).

6. Resource Mobilization, Special Projects & Events

• Support the Director in coordinating resource mobilization activities, including compiling background information, assisting in the preparation of concept notes or brief reports, and tracking follow‑up actions from donor or partner meetings.
• Organize high‑level visits, events, and meetings involving BISA, CIMMYT partners, and donors, ensuring professional coordination and documentation.
• Assist in implementing special projects or assignments led by the Director, ensuring proper documentation and timely execution.
• Collaborate with communications and administrative teams to ensure visibility, accurate reporting, and alignment with institutional standards.

Requirements

• Education: Bachelor’s degree in business administration or management or communications, or a related field.
• Experience: Significant proven professional experience (typically 5+ years) in a similar high‑level executive support role, preferably within an international or non‑profit environment.
• Technical Proficiency: Advanced proficiency in the Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience with digital platforms/tools (e.g., MS Teams, SharePoint).
• Core Competencies: Exceptional organizational, time‑management, and problem‑solving skills with meticulous attention to detail.
• Interpersonal Skills: High degree of professionalism, integrity, diplomacy, and the ability to interact effectively with a diverse range of people from different cultural backgrounds and seniority levels.
• Autonomy: The ability to work independently, take initiative, make sound, informed decisions, and manage competing demands under pressure with minimal guidance.

Benefits

The position is for Indian Nationals with an initial fixed‑term contract of 12 months including probation for 6 months, after which further employment is subject to performance and the continued availability of funds. CIMMYT offers an attractive remuneration package, with a range of benefits including health insurance.

Candidates must apply online for I N25167 Executive Assistant. Screening and follow‑up of applications will begin January 6th, 2026. Applications must include a CV with contact details (telephone and email address) of 3 work‑related references along with confirmation that Recruitment team can contact them, and a cover letter. Incomplete applications will not be taken into consideration.

This position is recruited locally. Applicants must have the legal right to work in the duty station country at the time of application. CIMMYT does not provide visa sponsorship or work permit support for locally recruited staff roles.

Please note that only short‑listed candidates will be contacted.

CIMMYT is an equal opportunity employer. It fosters a multicultural work environment that values gender equality, teamwork, and respect for diversity. Women are encouraged to apply.