Deadline to apply: March 13, 2026
Rohini Nilekani Philanthropies is hiring an Executive Assistant & Operations Manager to support senior leadership and ensure the smooth functioning of day-to-day organisational operations. The role requires strong coordination skills, discretion, and the ability to manage multiple priorities in a fast-paced environment.
Key Responsibilities:
Executive Support & Administration
- Provide comprehensive executive assistance and administrative support to senior management
- Proactively manage calendars, schedule high-level meetings across time zones, and prioritise engagements
- Screen emails, organise correspondence, and maintain systematic filing
- Prepare meeting materials, briefings, presentations, and minutes; track action items for follow-up
- Organise and facilitate official meetings, conferences, symposiums, interviews, and off-sites
Travel & Logistics
- Arrange travel, accommodation, visas (if required), and logistics for employees and organisational events
- Manage event invitations, reminders, and RSVP tracking
Finance & Compliance Support
- Obtain, review, and process client invoices and vendor payments with supporting documentation
- Coordinate with the accounts team on reimbursements, grant management processes, and financial documentation
Office & Operations Management
- Establish and maintain efficient administrative processes to support organisational functioning
- Manage office supplies, vendor relationships, and procurement records
- Maintain organisational documentation, reports, and filing systems
- Oversee office IT requirements in coordination with external service providers
Systems & Tools Management
- Assist in setting up and maintaining CRM, accounting, and HR systems
- Support process optimisation and data management for internal operations
People & Culture Support
- Play a key role in employee onboarding and fostering a positive workplace culture
- Manage employee insurance enrolments, renewals, and documentation
Communications Support
- Coordinate with the communications team on website updates, photo management, and social media inputs
Other Responsibilities
- Undertake additional tasks as assigned by the Reporting Manager from time to time
Qualifications:
- Minimum: Graduate / Postgraduate in Business Administration, Commerce, Arts, Management, or a related discipline
Experience:
- 35 years of relevant experience in executive assistance, office management, or operations roles
