Employer: LEAD at Krea University
Reporting To: Executive Director
Salary: Commensurate with qualifications and experience
About LEAD at Krea University:
LEAD is an action-oriented research centre of IFMR Society (a not-for-profit society registered under the Societies Act), that leverages the power of research, innovation, and co-creation to solve complex and pressing challenges in development. LEAD has strategic oversight and brand support from Krea University (sponsored by IFMR Society) to enable synergies between academia and the research centre. LEAD is a collaborative hub that brings experts from diverse disciplines and sectors together to develop innovative solutions by harnessing innovation, technology and analytics.
About the Position:
The Administrative and Executive Assistant is responsible for providing administrative support to executives and ensuring the smooth functioning of the office. This position involves a combination of assisting Executive Committee members in their daily routine tasks, organisational responsibilities, and executive assistance to enhance overall efficiency.
- Executive Support: Assist Executive Committee members in managing their schedules, appointments, and travel arrangements (if required)
- Prepare and organise materials for meetings, conferences, and presentations. Act as a liaison between EC and internal/external stakeholders.
- Calendar Management: Schedule and coordinate appointments, meetings, and events for EC. Anticipate scheduling conflicts and proactively address them.
- Communication: Facilitate effective communication between Executive Committee members and team members. Handle inquiries and requests, providing timely and accurate responses.
- Travel Coordination: Arrange travel itineraries, accommodations, and logistics for business trips. Monitor changes in travel plans and adjust arrangements accordingly.
- Meeting Support: Attend meetings, take minutes, and distribute relevant information for Executive Committee members. Prepare meeting agendas and ensure all necessary materials are available.
- Data Management: Maintain databases, contact lists, and other relevant records for EC. Ensure confidentiality and accuracy of sensitive information.
- Office Management: Maintain an organised and efficient office environment. Handle incoming and outgoing couriers and correspondence. Coordinate and manage office supplies, equipment, and facilities. Assist in onboarding new employees and provide general support to the team. Foster a positive and collaborative office culture. Provide the IT manager comprehensive administrative and technical support, assisting in project coordination, troubleshooting, and maintaining effective communication with internal teams and external vendors.
- Problem Solving: Address issues and challenges proactively, seeking solutions independently when possible.
- The selected candidate must be available and present in the office on all working days as part of their responsibilities.
- Graduate/postgraduate in any discipline. A diploma in office management and secretarial or certifications may be preferred.
- Minimum 3-4 years’ experience in administrative or executive support in a Non-Profit/Development Sector organisation.
- Proficiency in office software (Microsoft Office Suite, Google Workspace, etc.)
- Excellent communication and interpersonal skills.
- Strong organisational and multitasking abilities.
- Attention to detail and a proactive approach to problem-solving.
- Willingness to take on various tasks to contribute to the smooth functioning of the office.
- Ability to maintain confidentiality and handle sensitive information.
- Flexibility to travel occasionally.
To Apply: Please upload your resume and covering letter in the form here. Please indicate in the subject line that you are applying for ‘Administrative and Executive Assistant‘.
Note: Due to the large volume of applications we receive, we are unable to contact each candidate individually regarding the status of their application. Only shortlisted applicants will be contacted for interview purposes.