United Way Mumbai Looking For Executive Assistant at Mumbai Metropolitan Region Full Time

Job Overview: United Way Mumbai has a 6-member leadership team comprising of the CEO, COO, and 4 department heads. This position is for an Executive Assistant to support this leadership team.

Key Responsibilities

• Calendar Management: Effectively managing the leadership team’s schedules, including coordinating meetings, appointments, and events. This may involve sending meeting invitations and ensuring that all necessary materials and information are available in advance.
• Travel Arrangements: Making travel arrangements for the leadership team, including booking flights, hotels, transportation, and creating itineraries. This may also involve coordinating visa applications and ensuring all travel-related documents are in order.
• Meeting Support: Assisting in the preparation of meeting agendas, collecting and organizing relevant materials and documents, and distributing them to participants in a timely manner. Taking meeting minutes and following up on action items and decisions made during meetings.
• Research and Reporting: Conducting research and gathering information on various topics as assigned by the leadership team. Compiling and analyzing data, preparing reports, presentations, and other documents to support decision-making and facilitate effective communication.
• Confidentiality and Data Management: Maintaining confidentiality of sensitive information, such as financial records, donor information, and strategic plans. Handling and organizing data, files, and documents in a secure and systematic manner, ensuring easy retrieval and efficient record-keeping.
• Relationship Management: Building and maintaining positive relationships with stakeholders, including donors, partners, board members, and government officials. Facilitating communication and collaboration between the leadership team and these key stakeholders to support the organization’s goals and initiatives.
• Administrative Support: Providing general administrative support to the leadership team, such as managing expenses and reimbursements, processing invoices, and coordinating logistics for meetings and events.

About Company: United Way Mumbai is a part of the 130+-year-old United Way movement spanning 41 countries across the world. Our mission is to improve lives by mobilizing the caring power of communities to advance the common good. We work closely with a network of 500+ NGOs and a large number of corporates for their CSR programs and workplace giving campaigns and other events. This includes designing CSR policy and strategies, due diligence of NGO partners, program implementation, employee volunteering, impact assessments and financial and programmatic reporting.

United Way Mumbai creates, implements, and monitors customized CSR programs that are aligned with a company’s values, products, and expertise. Our work encompasses 3 principle components – design, implement & measure.