Project Coordinator

**Position Title**
- **PROJECT COORDINATOR & EXECUTIVE ASSISTANT (EA) TO COO**

**Reporting to**
- CHIEF OF OPERATIONS (COO)

**Function**
- OPERATIONS (CORPORATE)

**Location**
- GANGA PREM HOSPICE, **RAIWALA **(RISHIKESH)

**Job Purpose**

Provide full-time and highest quality of assistance to the Chief of Operations (COO) in all administrative activities of Ganga Prem Hospice, both on
- and off-campus, as required by the COO. Deliver best-in-class service to the COO, and the hospice’s patients and their caregivers. Function as an enterprising executive assistant with organised, detail-oriented and problem-solving mindset and approach.

**Educational Qualifications**
- Masters in Business Administration (MBA) in Operations and/or HR
- Masters in Communication
- _(preferably trained in administration/accounts /HR/hospitality/hospital management)_

**Experience (years and nature)**
- 8+ years of documented administrative assistant experience with employer(s) of repute (with 5+ years as executive assistant in an office/deskwork setting)
- Experience in a technical environment
- Proficient in video-conferencing and data sharing apps and programmes
- _Hospital sector/hospitality sector experience preferred_

**Role Requirements/Skills/Technical Requirements**
- Strong collaboration and teamwork skills
- Ability and willingness to work as a member of a team, and to foster a team environment within departments and intra-department
- Strong technical aptitude
- Strong problem solving skills. Must be able to define problems, collect data, establish facts, and draw valid conclusions
- Compete readiness to travel locally for meetings and presentations
- Highly detail-oriented, organised with proven ability to successfully multi-task
- At ease with advance data management software
- Ability to maintain data in a scientific manner and draw conclusions from the data
- Advanced WordPress knowledge preferred
- Outstanding interpersonal skills and preference for collaboration with proven success working with others
- Ability to work with high profile individuals externally, as well as collaborate internally
- Service oriented and excellent customer service skills
- Highest level of discretion and integrity and the ability to handle and maintain confidentiality
- Ability to manage multiple priorities for multiple stakeholders
- Excellent written and oral communication. Excellent English-writing skills with emphasis on perfect grammar in written English
- Excellent command over written and spoken Hindi language
- Ability to set and adhere to realistic deadlines and work effectively yet maintain flexibility to adapt to changing priorities
- Strong skill in managing time and workload effectively
- Ability to work independently and self-manage
- Excellent research and report-writing skills
- Excellent situational awareness and sensitivity
- Ability to proactively identify potential as well as presenting issues in office and in the staff member group, and report to management
- Ability to work with MIS frameworks and other current hospice systems and processes
- Mentally, emotionally and physically healthy

**Key Duties & Responsibilities (including, but not limited to)**
- Provide administrative support to the COO
- Track COO’s tasks and projects to ensure appropriate prioritisation of fundraising, cancer care, palliative education projects with respect to deadlines and organizational developments
- Serve as point of contact between departments organisation wide and the COO
- Serve as a point of contact between external organisations/donors/funders and entities and COO
- Assist with budget and project management,
- Coordinate internal and external communications
- Providing advance project management, event-planning and coordination support.
- Provide special project leadership and support
- Provide logístical and event planning support
- Handling and prioritising critical and important matters expeditiously
- Conduct preliminary research on a variety of topics (related to hospice care and palliative cancer care/patient care); draft materials as needed
- Draft hospice monthly e-newsletter
- Assist in proposal writing, public relations, donor and patient relations, media contact and press releases
- Maintain basic knowledge of day-to-day processes of the departments
- Assist in human resource management and recruiting
- Implementation of human resource training/CMEs
- Maintain HR leave records, assist in implementation of organisation policies
- Coordinate KPI data collection reporting, and internal review and analysis for the COO
- Assist in preparation of various organisational quality control audits
- Supervision of hospice operations in the inpatient facility
- Supervision of quality control measures
- Patient and donor data management, database development inputs
- Website updating in WordPress
- Prepare presentations for the organisation and board meetings
- All other duties as assigned by the COO
- Dedicated to the