Executive Assistant to CEO

Overview of the Position

This is a mid-level position, where in the person will be required to take charge as an EA to CEO while also supervising admin department. We are looking for a person who is proactive, able to multi-task and coordinate internally and externally with programme directors/leads, project teams, external etc. to ensure that all administrative tasks are executed efficiently. The person will be responsible for smooth functioning of the office eco-system.

About iFOREST

iFOREST is an independent not-for-profit research and innovation organisation that was established in 2019 to identify, promote and scale up solutions for pressing environment-development challenges in India and other developing countries in Asia and Africa.

Our work is rooted in regional priorities to accelerate environmental actions at the sub-national level and to improve national policies and plans to support it. Our mission is to address the unique needs of regions by leveraging our resources and expertise to scale up national action and make a global impact. We use our regional knowledge to inform national policy and plans and strengthen international collaboration.

To achieve our goals, we conduct independent evidence-based research, develop new knowledge and innovative solutions, convene stakeholders to increase awareness and build consensus, and partner with think tanks, civil society, government agencies, philanthropies and industry to scale up solutions.

Location: Noida

Responsibilities

As an EA to CEO, you will be responsible for ensuring smooth operation of iFOREST offices and smooth functioning of CEO office. Your responsibilities will include:

Support smooth functioning of the CEO's office.This will include the following activities:

• CEO's calendar & appointment management
• CEO's calendar and schedule management.
• Coordinate and prioritize appointments for the CEO, both internal and external.
• Document and information management for CEO office including minutes of the meeting, compilation and organization of information and gather information/research as necessary.
• Arrange CEO's domestic and international travel itineraries, including flights, accommodations, ground transportation, and visas.
• Prepare travel expense report and reconcile invoices and receipts, whenever needed.
• Coordinate and facilitate effective and efficient information flow and assistance to the office and between the CEO and other team members.
• Provide support for special projects and initiatives as assigned by the CEO.
• Email replies as per requirement.
• Other personal work of CEO.

Manage the visitors/guests in the Noida office. This will include the following activities:

• Attend in-person visitors of CEO
• Keeping a record of visitors in the premises.
• Organise meeting, lunch and refreshments for visitors of CEO and Directors.

Manage the administrative needs for smooth functioning of iFOREST offices. This will include the following activities:

• Ensure timely payments of utility bills.
• Ensure compliance with building regulations.
• Vendor management and billing.
• Utility bills for Noida office and Delhi office.
• On-ground support for iFOREST events on an as per need basis.
• Maintain Admin MIS
• Any procurement-related work.
• Highlight issues, if any, and address them immediately.
• Any other administrative work.

Ensure timely travel arrangements for iFOREST staff.

• Make all flight bookings by carefully assessing different options and the best rates to ensure convenient travel for the staff.
• Make all Hotel bookings by carefully assessing different options.
• Maintain a travel MIS.

Venue and logistics arrangements for events.

• Identify and evaluate venue options for iFOREST events.
• Negotiate the best rates for venues and food.
• Finalize and negotiate the AV and other venue requirements.
• Maintain a city-wise vendor list for printers, photographers, etc.
• Coordinate with travel agent for local conveyance support for important speakers and iFOREST staff.

Qualification & Work Experience

Qualifications

Bachelor's or Master's degree in any relevant discipline from a reputed college

Experience

At least 6 - 8 years of experience as EA to CEO and in office administration.

Skills/Competencies

The successful candidate should have the following competencies:

• Strong experience in EA to CEO role and Administration work.
• Excellent communication skills, both written and verbal.
• Proficiency with computers, especially MS Office and any other HR software.
• Ability to do multitasking.
• Attention to detail in all aspects of job responsibilities.
• Commitment to maintaining confidentiality.
• Positive attitude, strong interpersonal skills, and a team player mindset.

What we offer

At iFOREST we strongly support our colleagues professional development through an inclusive and amicable work environment. As the Manager of Administration and EA to CEO, you will get the opportunity to make a meaningful impact on our company culture and growth.

We offer highly competitive salaries in a think tank space, and reward performance through our annual appraisals.

Remuneration

Competitive salary as per candidate's qualification, experience, and competency as required for the position.

Application deadline and instructions

Position open until filled.

We prefer the candidate to submit an online application at https://iforest.global/careers/. In case of any difficulty, you may also send your application to [Confidential Information].

Only shortlisted candidates will be contacted.