Only 24h Left: Administrative Assistant in Delhi

Job Description

Key Responsibilities

- Handling administrative requests and queries from senior managers:
- Receive and respond to requests and inquiries from senior managers. Provide necessary information or redirect queries to the appropriate person or department.
- Ensure timely and effective communication between senior managers and other team members.
- Organizing and scheduling appointments/meetings:
- Manage calendars of senior managers and schedule appointments based on priority and availability.
- Coordinate with internal and external parties to schedule meetings and appointments.
- Send out calendar invitations and reminders to participants.
- Setting up internal and external meetings:
- Coordinate logistics for internal and external meetings, including venue, equipment, and materials.
- Prepare meeting agendas and distribute them to participants in advance.
- Ensure that required resources and documents are available for meetings.
- Planning meetings and taking detailed minutes:
- Assist in planning meetings by organizing agendas, presentations, and materials.
- Attend meetings and take accurate and comprehensive minutes.
- Summarize key discussions, decisions, and action items from meetings and distribute them to relevant stakeholders.
- Handling files and paperwork:
- Organize and manage physical and digital files for district/state coordinators/activists.
- Maintain a systematic filing system for easy retrieval of documents.
- Assist in document creation, formatting, and editing as needed.
- Updating and maintaining records for regulatory and legal compliance:
- Regularly update and maintain records related to regulatory and legal compliance.
- Ensure that documents are stored appropriately on the organization's website and OneDrive (or other cloud storage).
- Collaborate with legal and compliance teams to ensure accurate record-keeping.
- Coordinating with program and accountants:
- Collaborate with program managers and accountants to gather and organize documentation.
- Assist in preparing documentation for audits, financial reporting, and program evaluations.
- Track financial transactions and ensure proper documentation.
- Maintaining relationships with mentors and volunteers:
- Engage with mentors and volunteers to provide support, answer questions, and address concerns.
- Assist in setting up mentor-volunteer interactions and track their progress and impact.
- Foster a positive and collaborative relationship with mentors and volunteers.
- Facilitating/recording daily transactions:
- Record daily financial and administrative transactions accurately.
- Ensure that all transactions are properly documented and filed.
- Tracking and ensuring upkeep of center premises:
- Monitor the condition of the center premises and ensure cleanliness and functionality.
- Coordinate with maintenance staff or external vendors for repairs and upkeep.
- Interacting with members of the organization:
- Communicate with various members of the organization for meetings, documentation, and record maintenance.
- Act as a point of contact for administrative-related matters.
- Providing general administrative support:
- Be responsive to the needs of other team members and offer assistance where needed.
- Handle miscellaneous administrative tasks that arise in a dynamic work environment.

About Company: Empower People is an organization singularly focusing on working with victims and potential victims of human trafficking (bride trafficking to be precise) and honor crimes against women. The organization is gradually taking the form and shape of a social movement, with a few community-based organizations, activist individuals, and groups. The organization was started first through an educational initiative called career development corner (CDC) in 1999 and later through EMPOWER PEOPLE in 2006 with a singular focus on empowerment and rescue of victims of bride trafficking with the active engagement of religious/ethnic leaders, community members, and other stakeholders.