Executive Assistant to the CEO
About WRI India
WRI India, an independent charity legally registered as the India Resources Trust, provides objective information and practical proposals to foster environmentally sound and socially equitable development. Our work focuses on building sustainable and liveable cities and working towards a low carbon economy. Through research, analysis, and recommendations, WRI India puts ideas into action to build transformative solutions to protect the earth, promote livelihoods, and enhance human well-being.
Responsibilities
Completes a broad variety of tasks for the CEO, inter alia coordination, communications and liaison, and reporting, in a dynamic environment, often with deadlines -
Coordination
- Maintain a well-organized, daily and long range electronic calendar for the CEO, including external and internal meetings, speaking engagements, agendas, etc., including domestic and international travel itineraries
- Coordinate video/audio conference calls, inter alia regular management team calls and all-staff calls
- Work with the operations team to help manage meetings with the management team and staff, including helping set the agenda of management team meetings and off-sites, and all-staff meetings
- Manage the CEO’s office space, including reference and research materials
Communications and Liaison
1. Serve as the CEO’s administrative liaison to WRI India’s Board of Directors
- Assist board members with travel arrangements, lodging, and meal planning as needed
- Maintain discretion and confidentiality in relationships with all board members
- Support organisation of Board meetings, including preparation of materials in coordination with the management team
- Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of electronic/paper materials before meetings
2. Provide a bridge for smooth communication between the President's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff
- Participate as an adjunct member of the management team, including assisting in scheduling meetings and attending all meetings
- Facilitate cross-programmatic planning and coordination
3. Serve as primary communications contact for the Office of the CEO
- Field all incoming calls, maintain an electronic contacts list, and support routine outreach
- Edit and complete first draft for written communications to external stakeholders
- Follow up on contacts made by the CEO and supports the cultivation of ongoing relationships, especially with donors and key political persons
- Complete critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CEO's ability to effectively lead the company
- Send out regular staff updates of the CEO’s external meetings, trips, and major WRI events, and communicate with staff, to ensure that staff have face time with the CEO
- Ensures that the CEO’s bio is kept updated and responds to requests for materials regarding the President and the organisation in general
Reporting
- Works closely and effectively with the CEO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense of the issues taking place in the environment and keeping the CEO updated
- Prepare, maintain and submit electronic expense reports and outside reimbursement requests
- Track and assist with reporting requirements of WRI global offices
- Record and disseminate minutes of meetings, as instructed
Other duties as instructed.
Qualifications
- Bachelor’s degree with 8 years administrative experience (preferably working as an Executive Assistant for a high-profile Executive/Director); or
- Masters or MBA with 2-3 year of relevant experience, it could be a good platform to move to a leadership role
Core Competencies
- Strong organisational, attention to detail and administrative skills
- Superb interpersonal skills with an outstanding ability to interact on behalf of the CEO with a diverse group of internal and external audiences
- Ability to set priorities and manage time efficiently within a busy environment
- Work proactively, independently and be flexible
- Enthusiastic and a quick learner
- Strong computer skills in Microsoft Office Suites
- Excellent reading, written and oral communications skills in English, proficiency in a second language is helpful but not required
- Strong commitment to the environmental/sustainable fields
- Experience supporting an executive with international travel, including managing schedules of meetings spanning continents
- Ability to handle sensitive information with the highest degree of integrity & confidentiality
Core Values
- Integrity - Honesty, candour and openness must guide our work to ensure credibility and to build trust.
- Innovation - To lead change for a sustainable world, we must be creative, forward-thinking, entrepreneurial, and adaptive.
- Urgency - We believe that change in human behavior is urgently needed to halt the accelerating rate of environmental deterioration.
- Independence - Our effectiveness depends on work that is uncompromised by partisan politics, institutional or personal allegiances, or sources of financial support.
- Respect - Our relationships are based on the belief that all people deserve respect
Salary and Benefits
Salary is commensurate with experience and skills. WRI offers a generous, comprehensive benefits package.
Duration
Full time
Location
Mumbai
How to Apply
Please send your CV to gagan.bajwa@wri.org and mention “EA to CEO -
