Executive Secretary Assistant

Position Summary:

GRAAM is seeking a highly organized, proactive, and exceptionally skilled Personal Secretary to provide comprehensive administrative and strategic support to our Executive Director.

This pivotal role goes beyond traditional secretarial duties, serving as a key enabler for the
ED effectiveness and ensuring seamless operations at the executive level. The ideal
candidate will be a meticulous planner, an excellent communicator, and a resourceful
problem-solver who is passionate about contributing to social impact.

Key Responsibilities:
The Personal Secretary to the ED will be responsible for a wide range of tasks, including but not limited to:
1. Executive Support & Office Management:

• Manage the Executive Director complex calendar, including scheduling appointments, meetings, and travel arrangements (domestic and international).
• Provide comprehensive meeting assistance, including preparing agendas, background notes, compiling required documents, and drafting accurate minutes of meetings chaired by the ED.
• Oversee the ED official correspondence, including drafting, reviewing, and sending emails and other communications.
• Act as the primary point of contact for the ED office, handling incoming calls, emails – daily checking, reporting, and acknowledgment, and other information requests.
• Maintain the pristine upkeep of the ED office and ensure general good housekeeping of the executive area.
• Manage freight coordination directly for the ED office.
• Ensure the GRAAM Meeting Room is well-maintained, allocate its usage, and oversee its upkeep.

2. Communication & Stakeholder Engagement:

• Handle information requests from external individuals and organizations about GRAAM and its activities, providing accurate and timely responses.
• Maintain and update critical organizational databases, including: Trustees, Advisors, Consultants, Priority Contacts, General Contacts, Press Database,  Donors’ / Partners Database
• Coordinate effectively with GRAAM’s Bengaluru / Delhi office, including weekly proactive calls to check for messages, couriers, and to foster relationship management.

3.Data Management & Reporting:

• Maintain a robust Project Database and the Organization’s Contact Database. 
• Manage GRAAM’s Google Drive (biannually), including removing old members, adding new members, updating organizational policies and formats, and ensuring the latest GRAAM presentations are available. 
• Compile and analyze monthly team reports, presenting them to the ED in clear dashboards to highlight performance and challenges. 
• Provide Task Reports to the ED to track ongoing projects and tasks on project management platforms 
• Manage the organization’s diary, meticulously documenting events and maintaining guest registers.
• Organize and manage the photo library for various projects and activities.

4.Content & Event Support:

• Ensure timely updates of GRAAM’s website and social media platforms in coordination with relevant internal teams and external service providers as per ED’s advice 
• Assist the Operations team in planning and executing events and volunteer activities.
• Ensure the availability of Public Relations (PR) / communication materials in the office. 

5.Other Administrative & Supportive Tasks:

• Perform general typing and data entry tasks as assigned by the ED. 
• Follow up effectively to ensure the timely completion of tasks assigned by the ED to other team members. 
• Assist with the planning and execution of internal staff events. 
• Responsible for sending season’s greetings (Birthday/Anniversary/Good Governance Day – December 25th/Independence Day) to GRAAM’s key contacts from ED’s Office. 
• Support with reporting and translation of documents/reports as assigned by the reporting authority.

Key Qualification Criteria:

• Education: Masters Degree in degree preferably in any Management / Commerce / Journalism discipline. Other Post Graduates  / graduates with competence and skilsl to do the above job may also apply
• Experience: Minimum of 2-5 years of proven experience in an Executive Assistant, Personal Secretary, or similar senior administrative role, directly supporting a Director-level or higher executive.

 

Preferred Age Limit: Less than 35 years.

Location: Mysore | In-Person

Mandatory Skills:

• Exceptional Organizational Skills: Proven ability to manage complex schedules, prioritize tasks, and maintain meticulous records.
• Outstanding Communication Skills: Fluent in English  and Kannada (written and verbal), with excellent drafting and editing abilities. Hindi is highly desirable.
• Digital Proficiency: Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace (Gmail, Calendar, Drive, Docs, Sheets), Using Generative AI (Chat GPT, Gemini) is essential.
• Tech Savvy: Familiarity with social media platforms (Facebook, Twitter, LinkedIn) for professional use, and experience with communication tools and virtual meeting platforms (e.g., Zoom, Google Meet).
• Proactiveness & Initiative: Ability to anticipate needs, take initiative, and work independently with minimal supervision.
• Discretion & Confidentiality: Demonstrated ability to handle sensitive information with the utmost discretion and maintain strict confidentiality.
• Problem-Solving: Strong ability to identify issues and implement practical solutions efficiently.
• Attention to Detail: Meticulous approach to all tasks, ensuring accuracy and precision.

Desired Skills:

• Experience working in a non-profit organization, research institution, or social development sector.
• Basic understanding of website content management systems (CMS).
• Ability to manage a photo/video library and basic content curation.
• Prior experience in coordinating events or volunteer activities.

Why Join GRAAM?

GRAAM offers a unique opportunity to be part of a dynamic and impactful organization dedicated to grassroots research, advocacy, and social change. You will work closely with our Executive Director and contribute directly to initiatives that make a tangible difference in communities. We foster a collaborative and professional environment where your skills will be valued, and your contributions will have a significant purpose.

To Apply:

Interested candidates are invited to apply by sending their detailed resume and a cover letter explaining their suitability for this role to careers@graam.org.in with the subject line: “Application for Personal Secretary to ED – [Your Name]”.

Application Deadline: July 10, 2025