Executive Assistant Projects, Operations, Events & Administration

Job highlights

• Experience in project and finance coordination with strong skills in tracking budgets, deadlines, and stakeholder follow-ups

• Manage calendar, meetings, travel, project tracking, financial records, and stakeholder coordination

• Manage calendar, appointments, calls, correspondence and meetings.

• Maintain important documents, contacts and records.

• Track commitments and remind you about pending actions.

• Coordinate travel, meetings and logistics when required.

• Project coordination

• Maintain a master list of all ongoing KWF projects.

• Track who is responsible, what needs to be done, deadlines and status.

• Follow up with doctors, volunteers, partners, sponsors, pharma companies and other stakeholders.

• Prepare meeting agendas, minutes and action points.

• Ensure that decisions made in meetings move forward.

• Finance & project coordination

• Maintain project-wise budgets and expenditure records.

• Collect bills, invoices, quotations and supporting documents.

• Coordinate with the accountant/CA and ensure documents reach them on time.

• Track incoming funds, payments, outstanding amounts and project expenses.

• Prepare simple project-wise financial status reports for you.

• Help coordinate CSR/sponsorship documentation and reporting.

• Overall management

• Maintain a single dashboard of KWF activities.

• Keep track of important deadlines events, grants, reports, payments, registrations, publications, etc.

• Identify things that are getting delayed and follow them up without waiting.