Executive Assistant - Leadership Office

About Pahlé India Foundation

Pahlé India Foundation (PIF) is a policy-focused think tank dedicated to advancing inclusive development in India by merging research, policy execution, and partnerships. It collaborates with various stakeholders such as government bodies, industry experts, philanthropy, and knowledge partners to craft evidence-supported strategies that align with a developed India vision.

Role Summary

The Executive Assistant will deliver comprehensive executive, administrative, and coordination support to PIF's Leadership Office. This role requires superior organizational skills, discretion, and excellent verbal and written communication. The individual will serve as the primary contact for the leadership team, managing their schedules, communications, travel, and stakeholder interactions, ensuring smooth daily operations.

Key Duties

• Manage complex leadership calendars by coordinating meetings, appointments, resolving conflicts, and preparing briefing schedules.
• Compose, edit, and control official correspondence and communications, maintaining PIF’s professional standards.
• Prioritize incoming communications, directing issues to relevant departments for timely action.
• Organize meeting logistics including agendas, briefing materials, minute-taking, and follow-up on action items.
• Maintain accurate records and confidential documents of the Leadership Office.
• Arrange domestic and international travel, handling itineraries, ticketing, accommodation, visa processing, and expense reports.
• Act as a liaison with senior government officials, industry leaders, partner organizations, and board members.
• Support coordination among internal teams for cross-functional initiatives and priorities.
• Assist leadership with special projects, research, and presentations while handling sensitive information confidentially.

Qualifications and Experience

• A graduate degree in any discipline; postgraduate qualifications in management, communications, or related fields are advantageous.
• 3 to 4 years of experience as an Executive Assistant or in a similar capacity supporting senior leadership within think tanks, policy organizations, consulting firms, or corporate sectors.
• Excellent English communication skills with a working knowledge of Hindi preferred.
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook) and familiarity with virtual meeting and collaboration tools.

Key Competencies

• Outstanding organizational and time-management capabilities, able to multitask and prioritize effectively under pressure.
• High professionalism, discretion, and excellent judgment in handling confidential information.
• Strong interpersonal abilities for confident engagement with senior stakeholders internally and externally.
• Meticulous attention to detail, accuracy, and a proactive, problem-solving approach.
• Flexibility to work beyond regular hours when necessary to meet institutional needs.