Program and Administrative Assistant, Asia

**Who We Are**

**Where You Fit**

As Program and Administrative Assistant, you will provide administrative, operational, and programmatic support to our Asia team members including the Regional Director, Associate Director, and two Program Managers. The Program and Administrative Assistant will report to the Regional Director, Asia.

Co-Impact is a global and diverse organization with a fast-paced environment, so you must feel comfortable within an intercultural knowledge setting, preferably with previous experience within similar organizations. You bring a commitment to feminist values, gender equality, inclusion, and justice, and to enduring systems change at scale, as well as an abiding curiosity and humility and desire to learn. You are motivated by looking for root causes, seeking justice and solving social problems at the systems level and at scale.

**The Role**
As a Program & Administrative Assistant, you will play a key role in supporting Co-Impact’s Asia Team across programmatic, grantmaking, and operational functions:

- Grantmaking and Reporting Support
- Manage and track core systems related to grants, including document reviews, checklists, and trackers.
- Monitor timelines, deliverables, and milestones for grantee partners, including collaborating with the Grants and Operations team to ensure smooth flow of reports etc.
- Maintain updated records and ensure data integrity on Salesforce and shared platforms.
- Where required, interface with grantee partners on standard processes like amendments, report submissions, call schedules etc.
- Support Program and Grants & Operations teams with region-specific grant-making processes.
- Program Support
- Prepare summaries, internal briefs, and other documents to ensure strong project management.
- Coordinate internally across teams and ensure key actions and decisions are visible and followed up.
- Take notes during team meetings and track progress on agreed actions. Organize briefing materials ahead of key meetings.
- Assist in recruiting consultants and managing procurement in line with policies.
- Administrative Support
- Organize meetings, workshops, and calls for the Asia team and visiting teams (virtual and in-person).
- Manage the team calendar across multiple time zones and agendas.
- Draft internal and external communications.
- Handle travel arrangements, including visas, bookings, and permits.
- Prepare the regional budget and track spending.
- Submit expense reports for the team.
- Support event planning and logistics for Asia-based activities.
- Cross-Team Coordination
- Collaborate with other assistants to align regional and global schedules and workflows.
- Contribute to improving systems, support models, and organizational processes.

**Qualifications and Experience**
- Bachelor’s degree and five years of relevant experience.
- Experience in working for civil society organizations and/or philanthropy.
- Excellent computer skills, proficient in Microsoft Office, Zoom Meeting Scheduler, Salesforce and other software tools (e.g., project management software, database software, contact management systems, contract, and grants management software) for managing a range of business processes.
- Excellent listening and communication skills with sensitivity to cultural communication differences.
- High level of self-motivation, initiative-taking, and at ease working autonomously when necessary.
- Proactively identifies opportunities to streamline, improve and innovate effective business processes and systems.
- Fluency in English (required), and comfort with an Indian language is also expected.
- Strong attention to details, and ability to reliably stay on top of a range of tasks and projects.
- Professional and diplomatic manner and disposition when interacting with grantees, donors, external partners, senior management and colleagues, and the general public.
- Show discretion and sound judgement in handling confidential material and information.

**Required Skills**:

- ** Process Management and Results Orientation**: Exceptional, proven ability to effectively organize, prioritize, and execute with high quality on a wide breadth of tasks, from multiple supervisors, with varying timelines and priority levels. A strong sense of responsibility and accountability is integral, as is the ability to adjust and adapt along the way.
- ** Proactive self-starter**: when it comes to leading on logistics/admin support and stepping in when needs arise.
- ** Supporting colleagues and senior leaders**:History of thriving in a role where your success is highly dependent on your team’s success, where your first responsibility is to provide outstanding leverage and support to your colleagues. Experienced in successfully and proactively collaborating with team members to build strong relationships, working to achieve shared goals. Proven ability and experience with guiding and setting-up things for your manager to be efficient and effective, is critical.
- ** Co