Call for Executive Assistant

Job description:

The candidate shall be responsible for:

Scheduling:
Manage calendars for the Director and Management Committee, accommodating last-minute changes and shifting priorities.

Communication:
Handle calls, emails, and other communications on behalf of the Director and Management Committee.

Ensure timely communication and maintain a professional tone that aligns with organizational priorities.

Travel:
Plan and arrange travel logistics, including flights, accommodations, and transportation.

Ensure all bookings are confirmed, and travel details are communicated in advance.

Meetings:
Schedule and coordinate internal and external meetings.

Prepare meeting agendas and distribute relevant materials in advance and ensure tasks are completed.

Documentation: 
Draft, edit, and prepare reports, presentations, and other documents.

Maintain an organized and secure filing system for easy retrieval of documents and maintain confidentiality.

Prioritization:
Prioritize tasks based on urgency and impact, ensuring critical objectives are met.

Adjust priorities as needed to accommodate changes in the Director’s or Management Committee’s needs.

Internal processes:

• Review and enhance internal workflows to improve team efficiency.
• Implement tools or practices that streamline operations and reduce inefficiencies.
• Regularly assess and update processes for organizational efficiency

Coordination
Coordinate between the Director, Management Committee, and external stakeholders to ensure smooth project execution across various projects and tasks.

Essential requirements
Any bachelor’s degree with computer skills and 1-2 yrs experience. Encourage freshers to apply.

Desirable requirements

• Good with task planning and prioritization
• Fluency in Kannada and English

Job location:
This position requires full-time presence at the Institute of Public Health Bengaluru project office in Bengaluru

Duration
The duration of this role would be12 months with 3 months’ probation period and can be extended based on the performance.

Service Fees
The compensation for this role will INR 18000 – INR 20,000 / month.

Application Procedure
Please send in your CV’s to cv@iphindia.org along with the duly filled application form and the same should be received within and not later than 30th December 2024.

Keep the following information/documents ready for the online application:

1. Your basic details including name, permanent and current address and other identifying details
2. Resume/CV (PDF only)
3. Name, phone number, and email address of two references who are willing to provide a reference for your work. This could include your teachers/mentors/supervisors.
4. One page statement describing your motivation and fit for applying for this role  – up to 100 words (Explaining your interests, strengths and qualifications for this role and how it will benefit your future professional goals) 

All applications shall be reviewed and only those who are shortlisted shall be contacted over the phone and/or email for an online/in-person interview in the third week of January 2025. 

Note:
Candidates applying for this position shall not have any economic ties and shall not have represented any tobacco business or organization that represents the interest of the tobacco industry in the past two years.