Executive Assistance and Operations Manager

As an Executive Assistant & Operations Manager at Rohini Nilekani Philanthropies, you will play a crucial role in supporting senior leadership and ensuring the smooth functioning of day-to-day organizational operations. Your strong coordination skills, discretion, and ability to manage multiple priorities in a fast-paced environment will be essential in this role. Key Responsibilities: - Provide comprehensive executive assistance and administrative support to senior management. - Proactively manage calendars, schedule high-level meetings across time zones, and prioritize engagements. - Screen emails, organize correspondence, and maintain systematic filing. - Prepare meeting materials, briefings, presentations, and minutes; track action items for follow-up. - Organize and facilitate official meetings, conferences, symposiums, interviews, and off-sites. Travel & Logistics: - Arrange travel, accommodation, visas (if required), and logistics for employees and organizational 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 organizational functioning. - Manage office supplies, vendor relationships, and procurement records. - Maintain organizational 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 optimization 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 enrollments, 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. As an Executive Assistant & Operations Manager at Rohini Nilekani Philanthropies, you will play a crucial role in supporting senior leadership and ensuring the smooth functioning of day-to-day organizational operations. Your strong coordination skills, discretion, and ability to manage multiple priorities in a fast-paced environment will be essential in this role. Key Responsibilities: - Provide comprehensive executive assistance and administrative support to senior management. - Proactively manage calendars, schedule high-level meetings across time zones, and prioritize engagements. - Screen emails, organize correspondence, and maintain systematic filing. - Prepare meeting materials, briefings, presentations, and minutes; track action items for follow-up. - Organize and facilitate official meetings, conferences, symposiums, interviews, and off-sites. Travel & Logistics: - Arrange travel, accommodation, visas (if required), and logistics for employees and organizational 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 organizational functioning. - Manage office supplies, vendor relationships, and procurement records. - Maintain organizational 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 optimization 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 enrollments, 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.