Job Title: Executive Assistant & Administrative Officer

Location: Ghaziabad Organization

Type: NGO

Job Type: Full Time

Reporting To: Founder

Job Summary:

We are looking for a dedicated and highly organized professional who can handle both Executive Assistant and Administrative Officer responsibilities. This position requires a single employee who will provide direct support to senior management while also managing the day-to-day administrative operations of the NGO.

The ideal candidate should be proactive, responsible, and capable of handling multiple tasks efficiently in a dynamic NGO environment.

Key Responsibilities:

Executive Support Responsibilities:

• Provide direct administrative support to the Director/Management.
• Manage schedules, meetings, appointments, and travel arrangements.
• Draft emails, letters, reports, proposals, and official documents.
• Coordinate internal and external communications on behalf of management.
• Prepare meeting agendas, record minutes, and follow up on action points.
• Maintain confidential records and important organizational documents.
• Accompany the concerned person (Director/Management) for field visits, meetings, and events as required.
• Travel when necessary to support official work and organizational activities. Represent the organization professionally at meetings, events, and external engagements when required.
• Assist in coordination and communication during field operations and external visits.

Administrative Responsibilities:

• Oversee daily office operations and ensure smooth functioning.
• Manage office supplies, inventory, and vendor coordination.
• Coordinate logistics for NGO events, workshops, and field activities.
• Support documentation related to projects, donors, and compliance requirements.
• Ensure proper record-keeping and filing systems (physical and digital).
• Assist in basic financial coordination such as collecting bills and supporting accounts documentation (if required).

Qualifications & Experience:

• Bachelor’s degree in Administration, Management, Social Work, or related field.
• 2–5 years of relevant experience in administration or executive support (NGO experience preferred).
• Strong written and verbal communication skills.
• Proficiency in MS Office (Word, Excel, PowerPoint).
• Ability to handle confidential information responsibly.
• Good organizational and multitasking skills.

Key Skills & Competencies:

• Strong coordination and follow-up skills
• Time management and ability to meet deadlines
• Problem-solving approach
• Professional and positive attitude
• Ability to work independently as well as in a team