Executive Assistant to CEO

Job Title: Executive Assistant to CEO & Board

Location: Bangalore, India

Work mode: In-Office

About us:

Sarvoham Animal Foundation is a dedicated non-profit organization committed to the welfare and protection of animals, with operations in both the USA and India. We provide shelter, medical care, and rehabilitation for animals in need. Our mission is to rescue, heal, and find loving homes for abandoned, abused, and neglected animals.

Overview:

The Executive Assistant to CEO & Board plays a critical role in ensuring the efficient management of daily operations and organizational coordination at Sarvoham Animal Foundation. This individual provides direct executive and administrative support to the CEO and Board of Directors while acting as a bridge between departments — including veterinary care, shelter operations, HR, fundraising, and outreach — to maintain smooth workflows and strong internal communication.

This is a mission-driven role ideal for a highly organized, proactive, and compassionate professional passionate about animal welfare and organizational excellence.

Key Responsibilities

1. Executive & Board Support

• Manage CEO’s calendar, meetings, and appointments, ensuring effective time management.
• Prepare agendas, minutes, and follow-up actions for board and management meetings.
• Draft, proofread, and format official letters, proposals, reports, and presentations.
• Maintain confidential and sensitive records, files, and organizational data.
• Track board resolutions and ensure timely execution of follow-up tasks.
• Support coordination between Indian and U.S. Sarvoham teams.

2. Operations Coordination

• Coordinate between departments — veterinary, shelter management, adoption, fundraising, and volunteer teams — ensuring efficient information flow.
• Track and consolidate daily operational reports, including admissions, treatments, rescues, adoptions, and expenses.
• Support the development, implementation, and compliance monitoring of SOPs across departments.
• Assist in logistics, procurement, and vendor communication.
• Maintain trackers and documentation for equipment, staff schedules, and supplies.

3. Project & Program Support

• Monitor progress of ongoing projects and special initiatives (construction, vaccination drives, outreach programs, etc.).
• Assist in data collection, reporting, and impact measurement for animal welfare metrics.
• Prepare periodic project status reports, dashboards, and presentations for management review.
• Coordinate with cross-functional teams to ensure timely delivery of project goals.

4. Communication & Liaison

• Serve as a central point of contact between the CEO, Board, donors, government authorities, partners, and internal staff.
• Manage and streamline internal communication across departments.
• Draft donor emails, official responses, and stakeholder correspondence on behalf of the CEO.
• Maintain professional and effective relationships with external agencies, partners, and vendors.
• Coordinate between Indian operations and international (U.S.) teams for reporting, donor updates, and compliance matters.

5. Administrative & Documentation Support

• Manage shelter documentation including FCRA, CSR partnerships, licenses, and other statutory compliance records.
• Coordinate with accounts for financial tracking, budget updates, and expense reporting.
• Maintain digital and physical filing systems and ensure data accuracy across Google Drive/Sheets.
• Prepare monthly and quarterly operational and financial summary reports for the CEO and Board.
• Ensure timely submission of compliance reports and renewals.

Qualifications & Experience

• Bachelor’s degree in Business Administration, Management, or related field.
• 4+ years of experience as an Executive Assistant, Operations Coordinator, or similar role
• Proficiency in Google Workspace (Docs, Sheets, Drive, Calendar), MS Office, and project management tools (Asana, ClickUp, or Trello).
• Excellent written and verbal communication skills in English.
• Strong organizational, multitasking, and documentation abilities.
• Compassionate, dependable, and aligned with animal welfare values.

Key Skills & Competencies

• Strong sense of ownership, follow-through, and accountability.
• High attention to detail and confidentiality.
• Excellent coordination and interpersonal skills.
• Ability to manage multiple priorities and deadlines.
• Willingness to visit or assist at the shelter.
• Passion for animal welfare and community service.

Work Environment

• Primarily office-based with frequent coordination with shelter staff and external stakeholders.
• May require flexible hours to align with U.S.-based Board meetings or time zones.