Executive Assistant at J-PAL South Asia

Posted 1 month ago
Rs15,000 - Rs15,000 per month
Application deadline closed.

Job Description

Executive Assistant

J-PAL South Asia

Organization: J-PAL South Asia

Country: India

Education: Bachelor’s Master’s

Start Date (Earliest): 3 January 2022

Language Requirement: Hindi

Length of Commitment: One year

Executive Assistance: J-PAL’s Executive Directors and Associate Directors are involved in numerous research projects, advisory partnerships, and academic commitments to advance the agenda of improving development policy through scientific evidence. To manage these many commitments, they require capable, efficient, and motivated assistance with coordinating travel, organizing events (e.g. Brown Bags, Govt Meeting and Donor Development seminar), liaising with academic and policy organizations, and managing finances. In addition, J-PAL arranges numerous events from small meetings, to video conferences, to large conferences and meetings with hundreds of people. This position will provide support to those events on an as-needed basis while providing high level administrative support to the J-PAL’s… Directors.

Specific Areas of responsibility include
• Conserves the Senior management’s time by reading, researching and routing correspondence, drafting letters, meeting notes and documents; collecting and analyzing information; initiating telecommunications
• Maintains Senior management’s appointment schedule by planning and scheduling meetings on google calendar, conferences, teleconferences and travel
• Supports the Executive Directors Office by supporting data on dashboard or creating information in a visual format for presentations
• Maintains the information confidential and protects the confidence of the senior management in the candidate
• Receives any guest visiting the office and ensures that the guest is treated well and all request are taken care off
• Responsible for all arrangements for any external meeting held in the office
• Completes projects by assigning work to concerned staff, following up or seeking support of Senior Management in case of any difficulty to organize the completion of the assigned projects
• Provides historical reference by developing information retrieval systems, recording meeting discussions
• Enter data into any of the organization systems including Sales Force, SAP or ASP driven systems
• First level verification of any document for completeness before it is signed by the ED office
• Coordinates with the Admin and HR team to ensure information request from the ED office is meet promptly
• Assemble all information that leads timely submission of the expenses of the Sr Management Team members
• Contributes to the effective functioning of the Admin and HR teams by taking up short term stretch assignment as when needed or assigned

Other responsibilities
• Support development of new program initiatives or areas
• Support the project team during training or workshop
• Support activities and planning related towards the strategic direction of the organization
• Other duties as assigned or required


Education and Experience:
• This position requires at least 3-5 years in an administrative position; a bachelor’s degree is preferred. Specific Human Resources experience would be a plus, but is not as important as strong administrative experience, including work with travel arrangements and logistics, assisting senior staff, and working as part of a team.
• Communication: Experience communicating with senior staff to keep them informed of activities and to get their assistance as needed. Ability to grasp information in a concise manner and turn into a well written document is an essential skill set
• Time Management: Strong ability to anticipate, plan, prioritize, and meet deadlines; ability to efficiently multitask, organize, and manage a high volume of work. Attention to detail and ability to manage numerous requests from a variety of parties.

Responsibility and Trust: This position requires a highly motivated individual who is capable of dealing with confidential information and high-profile organizations with diplomacy and integrity