Executive Assistant To The Director

Primum Talent Group; India; On-site; INR 1,200,000 - 1,800,000; Full time

Job summary

Primum Talent Group is seeking an experienced Executive Assistant to support the Director in the Director's Office in New Delhi. The role focuses on calendar management, inbox handling, and coordinating correspondence with government officials and partners, while maintaining strict confidentiality and professionalism.

You will manage meetings, travel, and documentation, ensuring the Director can focus on advancing the organisation's mission.

Qualifications

• At least 5 years of experience as an Executive Assistant or senior support role.
• Maturity, professionalism, and sound judgement.
• Demonstrated ability to maintain strict confidentiality.
• Excellent written and verbal communication skills.
• Strong drafting skills for correspondence with senior officials and external stakeholders.
• Excellent organisational and time-management skills.
• Ability to manage multiple priorities and meet deadlines.
• Prior NGO/non-profit experience is an advantage.

Responsibilities

• Manage the Director's calendar across external and internal meetings and travel.
• Handle the Director's inbox and respond to routine emails.
• Draft and manage correspondence with officials and partners.
• Maintain organised records of writing and communications.
• Disseminate the Director's writing to relevant mailing lists and update private mailing list.
• Prepare briefing materials and background information for meetings.
• Coordinate official travel bookings and logistics; manage travel-related expenses.
• Maintain confidentiality across responsibilities.

Skills

Calendar management

Inbox management

Correspondence drafting

Documentation & records

Travel coordination

Meeting preparation

Confidentiality

Written communication

Verbal communication

NGO experience

Tools

Email software

Calendar software

Office suite

Job description

Job Description:

Job Description: Executive Assistant to the Director

Position: Executive Assistant (EA) to the Director

Reports to: Director

Location: Directors Office, New Delhi

About the Role

We are seeking an experienced Executive Assistant to support the Director in the Directors Office. The EA will be the Directors primary point of coordination, managing her schedule, communications, documentation, meetings, and travel so that she can focus on advancing the organisations vision and mission.

This role requires a high degree of maturity, discretion, professionalism, and the ability to handle confidential information with complete integrity.

Key Responsibilities

1. Calendar Management

• Manage all aspects of the Directors calendar, including external and internal meetings.
• Schedule adequate time for travel, preparation, review, and rest.
• Coordinate internal schedules with colleagues across the organisation.
• Resolve scheduling conflicts and ensure effective time management.

2. Inbox Management

• Manage the Directors inbox and ensure timely responses to external stakeholders and internal colleagues.
• Respond to routine and general emails on behalf of the Director.
• Organise and maintain relevant contacts and mailing lists.

3. Correspondence

• Draft and manage correspondence with government officials, partners, and non-government stakeholders.
• Handle communication related to programmes and broader organisational engagements.
• Ensure correspondence is professional, accurate, and appropriately prioritised.

4. Documentation & Records

• Maintain a complete and organised record of the Directors writing and communications.
• Track, document, and archive relevant media coverage and organisational stories.
• Ensure records are properly maintained and easily retrievable for statutory and reporting requirements.

5. Dissemination of the Directors Writing

• Circulate the Directors articles, op-eds, and other written work to relevant mailing lists.
• Maintain and regularly update the Directors private mailing list.

6. Meeting Preparation & Follow-Up

• Coordinate with relevant teams to prepare briefing materials and background information for meetings.
• Ensure the Director is adequately briefed for meetings with external stakeholders, partners, and internal teams.
• Track action points and ensure timely follow-up on decisions and next steps.

7. Travel Management

• Plan and coordinate the Directors official travel, including bookings and logistics.
• Ensure travel reports are completed appropriately.
• Coordinate travel-related expenses and financial documentation and ensure timely submission.

8. Other Duties

• Handle other tasks and responsibilities as assigned by the Director from time to time.
• Maintain a high level of confidentiality and discretion across all responsibilities.

Requirements

• At least 5 years of experience as an Executive Assistant or in a similar senior support role.
• Maturity, professionalism, and sound judgement.
• Demonstrated ability to maintain strict confidentiality.
• Excellent written and verbal communication skills.
• Strong drafting skills, particularly for correspondence with senior officials and external stakeholders.
• Excellent organisational and time-management skills.
• Ability to manage multiple priorities and meet deadlines.
• Proficiency in email, calendar management, and standard office software.
• Prior experience in a similar role with an NGO/non-profit organisation is an advantage.