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.