Job Title: Executive Assistant to Managing Trustee & CEO and Treasurer & CFO
Location: Gotri, Vadodara, Gujarat
Employment Type: Full-time
Organization: NGO
Age Requirement: 35 years and above
Gender Preference: Female candidates preferred

Our client is a professionally run and leading NGO renowned for establishing India’s first highway accident helpline number service. It operates at the cross-sector of emergency medical services (EMS), road safety, pre-hospital trauma care, ambulance services, occupational health, industrial EMS, and training of healthcare professionals, communities, bystanders, and healthcare workers in first responder skills across India.

Our client is seeking a self-driven and career-oriented Executive Assistant to support their Managing Trustee & CEO and Treasurer & CFO.

The ideal candidate will possess high integrity, honesty, and the ability to maintain confidentiality.
Key Responsibilities:
• Administrative Support:
o Manage and organize the CEO’s and CFO’s documents, appointments, and meeting schedules.
o Maintain records and ensure timely communication of directives to team members.
o Coordinate travel arrangements and ensure all necessary documents are prepared.
• Communication and Coordination:
o Act as a liaison between the executives and various departments.
o Communicate orders and follow up on tasks assigned to team members.
o Maintain and update contact databases and inform executives of important dates and events.
• Office Management:
o Oversee inventory of office supplies and ensure availability of necessary materials.
o Maintain office activity diaries and manage inward and outward registers.
o Organize staff birthday celebrations and other office events.
• Documentation and Filing:
o Maintain and organize office files, excluding accounts-related documents.
o Scan and archive important documents such as MoUs and funding letters.
o Keep an updated index of files and manage the CD library.
Qualifications and Experience:
• Education: Post-Graduation in a relevant field.
• Experience: Minimum of 2 years in a similar role.
• Skills:
o Proficiency in MS Office (Word, Excel, PowerPoint).
o Familiarity with digital platforms like Cisco WebEx, Zoom, MS Teams.
o Strong email writing, documentation, and report-drafting skills.
o Excellent communication skills in English and Hindi; knowledge of Gujarati is a plus.
o Ability to interact with diverse groups and work collaboratively.
Personal Attributes:
• High sense of responsibility and integrity.
• Strong organizational and time management skills.
• Attention to detail and problem-solving abilities.
• Proactive, patient, and accountable.
Note: Candidates should be prepared to commit to a minimum tenure of 3 years with the organization.