Administrative and Office Coordinator

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About the Organization

With a problem-solving mandate, the Asia Society Policy Institute (ASPI) tackles major policy challenges now confronting the Asia-Pacific in security & Diplomacy; Trade, Investment, & Innovation; Climate & Energy; and Society, Technology, & Public Health.

As Asia’s emerging centers of influence alter the global balance of power, the need for innovative thinking on international issues from both Asian and American perspectives has never been more urgent. Examples abound: tensions between China and Japan; disputes over the South China Sea; the search for peace and prosperity in Afghanistan; the rapid growth of countries as diverse as India and Indonesia; the democratic transition in Myanmar; the prospect for renewed relations between Iran and the West—not to mention the challenges posed by climate change, terrorism, and the scarcity of natural resources. Finding optimal solutions to these complex, far-reaching problems requires deeper understanding and cooperation among the United States, Asian nations, and the world.

Job Description

With a problem-solving mandate, the Asia Society Policy Institute (ASPI) tackles major policy challenges confronting the Asia-Pacific in security & diplomacy, trade, investment, & innovation, climate & clean energy, and global public health. ASPI seeks an Administrative and Office Coordinator for its office in Delhi – a division of the Asia Society India Center. The purpose of this position is to provide logistical and coordination support for ASPI Delhi’s Senior Director, coordinate the operations of the ASPI Delhi office with that of the ASIC headquarters in Mumbai, contribute to ASPI’s content and project development, policy-related events, and other general administrative support.

Job Responsibilities

• Assist in the management of the Delhi office, including maintaining relevant databases for coordinating vendors, equipment, supplies and other assignments to ensure the Delhi office is operating effectively.
• Coordinate private and public events and meetings, including booking space and logistical needs, mailing invitations, helping to secure speakers, assisting in organizing the actual event, and conducting necessary follow-up.
• Prepare substantive materials for use public and private events, including but not limited to public announcements, program handouts, talking points, PowerPoint presentations, correspondence with participants, and blogs and other social media and web content describing the event.
• Manage functions related to correspondence, acknowledgements, responding to billings, inquiries, and requests for assistance/information from the public and other entities as appropriate.
• Manage the calendar and travel of the Senior Director of the Delhi Office;
• Prepare and reconcile the monthly expenses of the Senior Director of the Delhi Office;
• Develop and maintain systems and procedures to ensure timely and efficient workflow;
• Track and communicate outputs from the ASPI Delhi operation;
• Manage the contact lists and databases of the Delhi Office.
• Work closely with the head of Administration at ASIC regularly on database updation and expense management.
• Other duties as assigned.

Education Qualification/Required Skills & Experience

• College degree required (in social sciences preferred), with 1-2 years of related work experience
• Highly organized, with strong attention to detail and an entrepreneurial spirit
• Excellent written and oral communication skills, including proofreading, and editing skills, and ability to research information and present it concisely
• Demonstrated interest in policy issues and/or Asia.
• Must be able to coordinate a variety of tasks simultaneously and consistently follow up on details
• Resourcefulness, with an orientation to measurable results
• Strong ability to interact across time zones and with diverse constituencies, including experts, trustees, funders/donors, and all levels of staff with tact and good judgment
• Excellent computer skills, including advanced Microsoft Office knowledge (Word, Excel, PowerPoint, and Outlook); knowledge of Prezi and database software preferred
• Team player willing to assist where needed

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