Executive Assistant to the Director

Primum Talent; New Delhi; On-site; INR 1,200,000 - 1,800,000; Full time

Job summary

Primum Talent seeks an experienced Executive Assistant to support the Director in the Director's Office, New Delhi. The EA will manage the Director's schedule, communications, documentation, meetings, and travel, enabling the Director to focus on advancing the organisation's vision and mission.

The role requires maturity, discretion, and integrity, with excellent written and verbal communication, strong drafting skills for senior officials, and superb organisational abilities.

Qualifications

• Minimum 5 years as Executive Assistant or senior support.
• 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.
• Proficiency in email, calendar management, and standard office software.

Responsibilities

• Manage all aspects of the Director's calendar and travel.
• Respond to routine emails and manage the Director's inbox.
• Draft and manage correspondence with government officials, partners, and stakeholders.
• Maintain a complete record of the Director's writing and communications.
• Disseminate the Director's articles and manage private mailing lists.
• Prepare briefing materials and background information for meetings.
• Coordinate travel bookings and logistics; manage travel expenses and documentation.
• Maintain confidentiality across all responsibilities.

Skills

Calendar management

Email management

Written communication

Verbal communication

Drafting

Time management

Discretion

Tools

Microsoft Office

Calendar apps

Job description

Job Description: Executive Assistant to the Director

Position: Executive Assistant (EA) to the Director

Reports to: Director

Location: Director's Office, New Delhi

About the Role

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

• Circulate the Director's articles, op-eds, and other written work to relevant mailing lists.
  
• Maintain and regularly update the Director's 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 Director's 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.