Executive Assistant to Executive Director

1. Job DetailsJob Title: Executive AssistantLocation: Kothrud, PuneReporting Authority: Executive Director2. Job PurposeTo provide high-level strategic, financial, and administrative support to the Executive Director bymanaging key initiatives, coordinating departments, assisting in strategic planning and financialoversight, and ensuring efficient execution of the Executive Director’s responsibilities to supportthe university’s operational and strategic goals.3. Key AccountabilityStrategic Planning and Executive Support• Collaborate closely with the Executive Director in the development and execution ofuniversity-wide strategic plans.• Conduct research, benchmarking, and data analysis to support strategic initiatives andinstitutional goals.• Track progress of key strategic projects and ensure alignment with the university’s visionand mission.• Draft strategic briefs, white papers, and decision-support documents for leadershipmeetings.Financial Monitoring & Support• Assist in the preparation and review of budgets, expense forecasts, and financial reportsrelated to the Executive Director’s office.• Support financial planning by compiling data from departments, analyzing trends, andhighlighting variances.• Coordinate with the finance team for the timely submission of utilization reports, invoices,and funding proposals.• Assist in drafting funding proposals, grant applications, and donor reports.Task and Workflow Management• Manage and prioritize a broad range of administrative and operational tasks on behalf ofthe Executive Director.• Create and maintain tracking systems for pending actions, delegated tasks, and keydeliverables.• Ensure timely follow-ups with stakeholders and monitor the closure of assignments acrossdepartments.• Anticipate needs and proactively resolve issues to maintain workflow efficiency.Executive Communication and Reporting• Draft official communications, reports, and responses to internal and externalstakeholders.• Prepare meeting notes, board presentations, and briefing documents for high-levelmeetings.• Act as a point of contact between the Executive Director and academic, administrative,and external entities.• Handle confidential correspondence and maintain discretion in all communications.Event and Meeting Coordination• Organize high-level university meetings, including Board of Governors, Academic Council,and external stakeholder engagements.• Prepare agendas, record minutes, and follow up on action items from meetings.• Ensure end-to-end planning of events involving the Executive Director – from logistics tostakeholder coordination.• Liaise with senior faculty, department heads, trustees, government bodies, and externalcollaborators.• Facilitate smooth communication between the Executive Director and cross-functionalteams.• Manage the Executive Director’s calendar, appointments, and travel schedules withaccuracy and foresight.• Oversee travel arrangements, including bookings, reimbursements, and traveldocumentation.• Maintain records, files, and digital archives related to strategic, financial, and operationalaffairs.4. Person SpecificationPersonal attributes and style• A strong commitment to MIT WPU and its vision, ambitions, and values• A personal commitment to and record in effective and respectful partnership workingacross all staff groups;• Sound judgement and the ability and courage to make difficult but informed decisions,including on challenging issues;• Exceptional personal and public communication and relationsMinimum Qualification & Experience• Master’s degree (required); Master’s in Business Administration / Public Administration /Education Management from Top Institutes such as IIM or ISB.• Additional certifications in Project Management, Finance, or Office Administration will bean advantage.• Minimum 7–10 years of experience in executive support, with at least 2–3 yearssupporting senior leadership in a university or large organization.• Proven experience in strategic planning support, financial coordination, and multi-departmental task management.Strategic & Analytical Thinking• Ability to understand institutional goals and align support functions accordingly.• Strong research and analytical skills to contribute to reports, proposals, and strategicdecisions.Financial Acumen• Understanding of budgeting, financial reporting, and variance analysis.• Ability to liaise with finance departments, track expenditures, and assist in planning.Organizational & Task Management• Strong coordination skills to manage multiple priorities, track deadlines, and ensure timely execution.• Experience with tools like Excel, Trello, Asana, or ERP systems for task tracking.Communication & Interpersonal Skills• Excellent written and verbal communication in English (and local language, if required).• Professional demeanor with the ability to handle confidential information and interfacewith senior stakeholders.Technology Proficiency• Advanced skills in MS Office (Word, Excel, PowerPoint), Google Workspace.• Experience with digital tools for meetings, communication, and document management(Zoom, MS Teams, SharePoint, etc.).Interested applicants can share their resume at recruiter2@

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