Executive Assistant (Locally Recruited Staff)

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About the Organization

CIMMYT is a cutting edge, non-profit, international organization dedicated to solving tomorrow's problems today.

It is entrusted with fostering improved quantity, quality, and dependability of production systems and basic cereals such as maize, wheat, triticale, sorghum, millets, and associated crops through applied agricultural science, particularly in the Global South, through building strong partnerships.

Job Description

The Executive Assistant provides advanced executive and administrative support to the CIMMYT Regional Director for Asia and Managing Director of the Borlaug Institute for South Asia (BISA), based in New Delhi.

The position ensures efficient operation of the Director’s office by managing various priorities, coordinating communications, preparing high-quality documentation, and facilitating implementation and follow-up of actions.

Job Responsibilities

Executive Support & Calendar Management

• Manage the Director’s complex and dynamic calendar, coordinating meetings, appointments, and travel arrangements with internal and external stakeholders.
• Anticipate and prepare relevant materials, briefing notes, and background information for meetings or missions.
• Act as the primary liaison between the DG’s Office, internal departments, and external partners to ensure smooth communication and coordination.

Meeting Coordination & Follow-up

• Organize and support internal and external meetings, workshops, and visits, including logistics, preparation of materials, and documentation.
• Prepare agendas, circulate preparatory materials, take minutes, and track follow-up actions to ensure timely completion.

Documentation, Reporting & Communication

• Prepare, draft, and proofread documents, reports, correspondence, and presentations, ensuring accuracy, clarity, and institutional consistency.
• Compile and synthesize information from staff, programs, and HQ to prepare briefing notes or talking points for the Director.
• Ensure professional and consistent communication of messages and documents from the Director’s office.
• Maintain confidentiality and professionalism in handling sensitive information.

Travel & Logistics Management

• Coordinate national and international travel arrangements for the Director, including itineraries, visas, and related logistics.
• Process travel expenses claims and reimbursement requests promptly and accurately.
• Ensure compliance with institutional travel and financial procedures and maintain complete records of all related documentation.

Information & Records Management

• Develop and maintain organized digital and physical filing systems, including correspondence, contracts, and contact databases.
• Ensure effective information flow and document management through digital tools (MS Teams, SharePoint, OneDrive).

Resource Mobilization, Special Projects & Events

• Support the Director in coordinating resource mobilization activities, including compiling background information, assisting in the preparation of concept notes or brief reports, and tracking follow-up actions from donor or partner meetings.
• Organize high-level visits, events, and meetings involving BISA, CIMMYT partners, and donors, ensuring professional coordination and documentation.
• Assist in implementing special projects or assignments led by the Director, ensuring proper documentation and timely execution.
• Collaborate with communications and administrative teams to ensure visibility, accurate reporting, and alignment with institutional standards.

Education Qualification/Required Skills & Experience

• Education: Bachelor's degree in business administration or management or communications, or a related field.
• Experience: Significant proven professional experience (typically 5+ years) in a similar high-level executive support role, preferably within an international or non-profit environment.
• Technical Proficiency: Advanced proficiency in the Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience with digital platforms/tools (e.g., MS Teams, SharePoint).
• Core Competencies: Exceptional organizational, time-management, and problem-solving skills with meticulous attention to detail.
• Interpersonal Skills: High degree of professionalism, integrity, diplomacy, and the ability to interact effectively with a diverse range of people from different cultural backgrounds and seniority levels.
• Autonomy: The ability to work independently, take initiative, make sound, informed decisions, and manage competing demands under pressure with minimal guidance.

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