Executive Secretary to CEO

iFOREST is looking to hire an Executive Secretary to CEO with exceptional administrative, clerical and recruiting skills. The Executive Secretary is required to multi-task and work well under pressure in a fast-paced environment. She/He will be responsible for managing the CEO office and providing support to the CEO on institutional and HR-related issues.

This is an executive support position, and only professionals with at least 10 years of relevant work experience should apply.

To ensure smooth functioning, executive secretaries are required to be organised, have excellent research skills and must be exceptional communicators providing robust support to the CEO while working with confidential information.

Location: Noida, India

Required Experience: 10+ years of ES/EA/HR

Education: Degree in Office Management, Secretarial Studies, Business administration, Human Resources, or related

Length of commitment: 2 years+

Reporting to: CEO

iFOREST

Driven by a mission to make environmental protection a people’s movement, iFOREST is at the forefront of environmental research and innovation.

At iFOREST, we blend knowledge and community engagement to tackle the planet’s most critical environmental and developmental issues. By fostering solutions to the most urgent environment-development challenges, we empower citizens to act. Our expertise spans Climate Change, Green Energy, Urban Transition, Waste Management, and beyond.

Our work is rooted in regional priorities to accelerate environmental actions at the sub-national level and to improve national policies and plans to support it. Our mission is to address the unique needs of regions by leveraging our resources and expertise to scale up national action and make a global impact. We use our regional knowledge to inform national policy and plans and strengthen international collaboration.

To achieve our goals, we conduct independent evidence-based research, develop new knowledge and innovative solutions, convene stakeholders to increase awareness and build consensus, and partner with think tanks, civil society, government agencies, philanthropies and industry to scale up solutions.

The Role

You will be stepping into a dynamic position and liaise directly with the CEO and key program directors, ensuring flawless execution of institutional and admin tasks. We value proactive and well-organized individual with strong secretarial, administrative and communication skills.

As an Executive Secretary to CEO, you will be responsible for smooth functioning of the CEO’s office. You will handle a wide range of administrative and operational tasks, enabling the CEO to focus on strategic and institutional priorities. This role requires exceptional organizational skills, attention to detail, and the ability to handle sensitive and confidential information with discretion.

You will also be required to assist senior management in recruitment and hiring process.

As an Executive Secretary to the CEO your responsibilities will include:

  1. CEO’s Calendar and Schedule Management:
  • Manage CEO’s calendar, including scheduling meetings, appointments, travel, etc. Make sure that you are at the top of his daily routine and schedule.
  • Coordinate and prioritize appointments for the CEO, both internal and external.
  • Arrange and organize meetings (internal and external), including coordinating logistics, preparing meeting materials, and taking minutes when necessary.
  1. Document and Information Management
  • Take notes, transcription, and other writing correspondence that CEO may require.
  • Compile, proofread, and revising drafts of documents.
  • Daily record keeping and filing of documents.
  • Create and organize information for easy reference and use.
  • Conduct research and gather information as requested by the CEO
  • Prepare and consolidate reports, presentations, and data analysis for decision-making purposes.
  1. Travel and Logistics:
  • Arrange CEO’s domestic and international travel itineraries, including flights, accommodations, ground transportation, and visas.
  • Prepare travel expense report and reconcile invoices and receipts, whenever needed.
  1. Communication and Correspondence:
  • Coordinate and facilitate effective and efficient information flow and assistance to the office and between the CEO and other team members.
  • Answer and screen telephone calls whenever required.
  • Maintain a database of coordinates of internal and external people
  1. Event and Project Support:
  • Assist in planning and organizing institutional events, meetings, conferences etc.
  • Provide support for special projects and initiatives as assigned by the CEO.
  1. HR and Recruitments:
  • Assist the senior management in headhunting process for the institution.
  • Identify a strong pipeline of candidates through our recruiting tools and online job posting (LinkedIn and company portal).
  • Maintain contact with candidates to keep them apprised of the status of their applications.
  • Participate in the full cycle of recruitment starting from sourcing a resume to fixing interviews and assessment and final onboarding.

Qualification & Work Experience

Degree in Office Management, Secretarial Studies, Business Administration, HR or related.

Proven experience as a Personal Assistant, Executive Secretary/Assistant, along with headhunting and HR experience or similar role, supporting the top management.

Required competencies

In line with the listed responsibilities, the Executive Secretary to CEO is expected to have the following competencies and skills:

  • Thorough understanding of clerical and secretarial role.
  • Strong knowledge of databases and tracking system.
  • Organisational skills and detail oriented.
  • Ability to work under pressure and meet deadlines.
  • Brilliant verbal and communication skills.
  • Positive attitude.
  • Proficient in Microsoft Office, and business communication software.

What we offer

We assure you of a rewarding experience if you are passionate about building a career. At iFOREST we strongly support our colleague’s professional development and recognition and offer an inclusive and amicable work environment.

We offer highly competitive salaries in a think tank space, and reward performance through our annual appraisals.

Remuneration

We offer highly competitive salaries in a think tank space. The final remuneration of a successful candidate will be based on experience and proficiency.

Application instructions & deadline

We prefer that candidates submit online applications at https://iforest.global/careers/. In case of any difficulties, you may also send your application to careers@iforest.global.

Applications must include a CV and cover letter. Please ensure that the cover letter is no more than 500 words and clearly describes your suitability for the described position and your motivation to join iFOREST. CVs without a cover letter will not be considered.  

Only shortlisted candidates will be contacted. Position open until filled.

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