Administrative Assistant

6 months ago

New Delhi, India Council on Energy, Environment and Water Full time

Council on Energy, Environment and Water (CEEW), New Delhi
Administrative Assistant

At CEEW, we are deliberate about what we stand for (and what we don’t stand for) as an employer. So, if the below description strikes a chord, we would love to hear from you

**At CEEW, we build careers in public policy**
- We offer strong visionary leadership - with emphasis on research and impact at scale
- We actively promote leadership by initiative
- We celebrate talent and ambition
- You will be surrounded by smart people who will challenge you and help you grow
- You will learn faster than your peers in other organisations
- Curiosity and irreverence, as well as responsibility, come together at CEEW
- You will get above-market remuneration
- We provide a safe space for all
- At CEEW, your life is your example for others

**Designation offered**
Administrative Assistant

**Team/ Focus area**
International Cooperation (Foresight)

**Reporting to**
Senior Programme Lead

**Location**
New Delhi

**Purpose**

CEEW offers an intelluctually challenging & conducive work environment with a focus on **_research rigour, innovative thinking and strategic outreach_**. We are looking for an experienced articulate “**go-getter**” who is detail oriented and knows how to effectively engage with the highest level of stakeholders. This Administrative Assistant (AA) role is critical to provide administrative support to the CEO’s Office and the International Cooperation (Foresight) to ensure that the researchers and senior management spend mínimal time on administrative matters and maximum time on their key job responsibilities.

**Job Duties and Accountabilities**

**Daily Administrative Tasks**
- **Travel planning**
- Getting all booking options and quotations including travel, hotel, visa, event venue etc.
- Managing documentation related to visa, passport, forex etc. for CEO and International Cooperation (Foresight)
- **Expense management**
- Creating Zoho entries for CEO
- Preparing CEO’s trip and expense reports
- Managing Team’s, CEO’s and Vendors invoices and expense claims with accounts.
- **Inventory management**
- Maintain a set of personal documents of CEO and International Cooperation (Foresight) members like profile photo, passport, bio, Aadhaar etc.
- Preparing meetings and travel folders for CEO and International Cooperation (Foresight)
- Maintaining an inventory of relevant CEEW publications and gifts (Bags, Mugs etc.) and regularly engaging with Admin. to ensure adequate stocks are maintained.
- Maintaining the Username, Password of CEO’s and International Cooperation (Foresight)’s subscriptions and sharing relevant articles with the International Cooperation (Foresight).
- Regular scanning and management of business cards as well.
- Maintaining database of International Cooperation’s (Foresight) MOUs and Contracts in Zoho.
- **Meetings and Events**
- Coordination with IT and Admn. to set up CEO and International Cooperation (Foresight)meetings
- Events assistance: Supporting International Cooperation (Foresight) Team’s events and outreach in the organisation of events like roundtables, seminars and conferences.
- Organising visits (travel, accommodation, ground transportation) of delegations from within or outside Delhi or outside India.
- Managing registration at Foresight Team events.
- Making professional follow-up calls to invitees in the run up to International Cooperation (Foresight) events.
- The Administrative Assistant (AA) on occasion may be allocated for CEEW’s events.
- If required, hand deliver select documents and folders to high level stakeholders.
- **Key role demand**
- Flexible to extended and intense working hours.
- Ability to multitask and prioritise work, including unforeseen tasks, in a dynamic environment.
- Highly sensitive to the need to ensure confidentiality.

**Continuous Improvement**
- It is greatly desired that the Administrative Assistant (AA) would bring in fresh perspectives and approaches to the way we manage administrative tasks, would constantly find areas of improvement, would try out new tools and approaches, would strive for resource and time efficiency, and would challenge status-quo for constant improvement.

**Selection Criteria**

**Education and Experience**
- Minimum graduate degree in any discipline.
- Relevant experience with administrative and assistance role to any leader.

**Key skills**
- Experience in record keeping and database management
- Strong oral and written communication skills.
- Strong planning and organising skills. Basic project management skills.

**Personality**
- Quick learner. Curious. Self-driven. Detailed-oriented
- Get excited by fast-paced, results-driven, and deadline-sensitive environment
- Must have a can-do attitude with a solution-oriented approach
- Knack for planning and organisation

CEEW is an equal opportunity employer and the selection process does not discriminate on the basis of age, gender, ethnicity, reli

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