Executive office assistant

4 days ago

Noida, India International Forum For Environment, Sustainability & Technology Full time
Office Assistant
We are seeking an organized, detail-oriented, and proactive Office Assistant to support daily administrative operations, travel coordination, and calendar management. The ideal candidate will ensure the smooth functioning of the office while assisting team members and providing exceptional service to internal and external stakeholders.
About i FOREST
i FOREST is an independent not-for-profit research and innovation organisation that was established in 2019 to identify, promote and scale up solutions for pressing environment-development challenges in India and other developing countries in Asia and Africa.
Our work is rooted in regional priorities to accelerate environmental actions at the sub-national level and to improve national policies and plans to support it. Our mission is to address the unique needs of regions by leveraging our resources and expertise to scale up national action and make a global impact. We use our regional knowledge to inform national policy and plans and strengthen international collaboration.
To achieve our goals, we conduct independent evidence-based research, develop new knowledge and innovative solutions, convene stakeholders to increase awareness and build consensus, and partner with think tanks, civil society, government agencies, philanthropies and industry to scale up solutions
Key Responsibilities:
Administrative Support
Handle incoming and outgoing correspondence, including emails, phone calls, and mails.
Maintain and organize office files, records, and documentation (physical and digital).
Assist in scheduling meetings, appointments, and events.
Travel Management
Coordinate domestic and international travel arrangements for team members, including flights, accommodations, and transportation.
Prepare detailed travel itineraries and ensure timely updates to travelers.
Handle travel-related expense reports and reimbursements.
Calendar Management
Manage and organize schedules for executives and team members using MS Outlook.
Schedule and coordinate meetings, ensuring no conflicts and adequate preparation time.
Set up reminders and notify relevant parties of changes to appointments or events.
Office Management
Monitor and replenish office supplies, ensuring availability and managing inventory.
Coordinate with vendors for office maintenance, repairs, and service.
Ensure the office environment is clean, organized, and professional.
Clerical Task
Prepare reports, presentations, and other documents as requested.
Assist in data entry and maintaining up-to-date record.
Take minutes during meetings and distribute them promptly.
General Office Support
Support team members with ad hoc tasks and project
Ensure compliance with office policies and procedures
Remuneration: Upto 9 LPA
Work Location - Noida Sector 132
Qualifications and Ski l ls: Education and Experience
Graduation or equivalent
Diploma in Office Management, Secretarial Practices, or Travel Coordination are a p
Atleast 2-3 years of proven experience as an Office Assistant or in a similar role
Technical Skills
Proficiency in MS Office Suite (Word, Excel, Power Point, and Outlook
Expertise in managing travel arrangements and calendars using tools like MS Outlook
Familiarity with office equipment like printers, scanners, and telecommunication systems.
Soft Skills
Excellent organizational and multitasking ability
Strong written and verbal communication skils
A professional demeanor with a positive attitude.
Note: Only shortlisted candidates will be contacted

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