Executive Assistant-Strategy & Operations

About Smile Foundation

Smile Foundation is an NGO in India directly benefitting over 15,00,000 children and their families every year, through more than 400 live welfare projects on education, healthcare, livelihood and women empowerment, in over 2000 remote villages and slums across 25 states of India. We believe that unless members of the civil society are involved proactively in the process of development, sustainable change will not happen. Following this model of Civic Driven Change, Smile Foundation sensitizes and engages the civil society, making it an active partner in all its welfare initiatives.

Role Purpose

The Executive Assistant- Strategy & Operations, supports the Executive Trustee, Executive Director and the Strategic Cell in driving the effective execution of governance processes, strategic planning cycles, institutional reviews, leadership coordination, and organisation-wide strategic initiatives. The role strengthens organisational effectiveness by enabling leadership through structured planning, governance support, data-driven reporting, research, and cross-functional coordination. The incumbent will contribute towards institutional strengthening by supporting enterprise-wide initiatives, maintaining strategic oversight of organisational priorities, and ensuring timely execution of leadership decisions

Mandate

• Translate leadership priorities into actionable plans and measurable outcomes.
• Strengthen governance through structured documentation, monitoring, and institutional processes.
• Enable leadership decision-making through research, analytics, and timely reporting.
• Improve coordination across departments for organisation-wide initiatives.
• Build institutional knowledge and strengthen organisational systems for long-term sustainability.

Key Responsibilities

Operations Optimization

• Consolidate and analyse organisation-wide MIS to support performance tracking and decision-making.
• Maintain institutional systems, SOPs, policies, and governance records to ensure operational continuity.
• Track project progress, execution gaps, and cross-functional dependencies; ensure timely closure of action items.
• Support budgeting, KPI tracking, and organisational reporting cycles across departments.
• Ensure accurate and timely information flow across functions for seamless operational coordination.

Transformation

• Support facilitation of enterprise-wide transformation projects and institutional strengthening initiatives.
• Assist in process improvement, SOP development, and upgrade of organisational systems.
• Coordinate programme-side technology requirements including Salesforce CRM, MIS tools, and digital platforms.
• Document transformation milestones, implementation status, and learnings for leadership review.
• Coordinate cross-functional teams to ensure smooth execution of transformation priorities.

Strategy Support

• Support Annual Business Planning (ABP), quarterly reviews, and organisational planning processes.
• Monitor and track strategic priorities, departmental KPIs, and initiative progress against defined targets.
• Prepare management-ready strategic summaries, concept notes, presentations, and briefing documents.
• Facilitate translation of leadership priorities into actionable plans with defined owners and timelines.
• Maintain strategic trackers and support preparation of ECM, BOT, and SLT review materials.

Research, Innovation and New Initiatives

• Conduct sector research, benchmarking studies, and policy analysis on development, CSR, and ESG.
• Track emerging trends across education, healthcare, skilling, philanthropy, and social investment.
• Support identification and conceptualisation of new programme and partnership initiatives.
• Prepare research briefs, concept notes, and innovation proposals for leadership review and decision.
• Support evidence-based decision-making through structured knowledge management and documentation.

Senior Leadership Coordination

• Coordinate meetings of the Executive Trustee and Executive Director including agenda preparation, background notes, and Minutes of Meetings.
• Track and follow up on action items arising from leadership and governance meetings with relevant departments.
• Coordinate governance meetings including ECM, BOT, SLT, and Internal Audit; manage documentation and compliance.
• Support Board and Committee processes through preparation of governance records and statutory documentation.
• Facilitate communication and coordination across departments on leadership priorities and decisions.

Skills, Qualification & Experience

• Postgraduation qualification in Management, Economics or a related discipline.
• 2–4 years of professional experience/basic understanding in Strategy, Consulting, Operations, Governance, Executive Office and Development Sector organizations.
• Strong analytical, documentation, and organizational skills.
• Excellent written and verbal communication.
• High degree of professionalism, integrity, confidentiality, and stakeholder management capability.
• Ability to work in a fast-paced, multi-functional environment while managing multiple priorities.

Competencies and Skills:

• Planning & Organizing
• Analytical & Critical Thinking
• Communication & Documentation
• Stakeholder Coordination
• Research & Knowledge Management
• Data Analysis and Reporting
• Learning Agility
• Integrity and Confidentiality
• Adaptability and Resilience

Key Performance Indicators

• Timely completion of leadership action points.
• Quality and accuracy of governance documentation.
• Timeliness and quality of organizational MIS and analytical reports.
• Effectiveness of strategic planning and review coordination.
• Quality of presentations, concept notes, and research outputs.
• Timely execution of cross-functional strategic initiatives.
• Stakeholder satisfaction with Strategic Cell support.

Preferred Technical Skills

• Microsoft Excel (Advanced)
• Microsoft PowerPoint
• Google Workspace
• Salesforce CRM (Preferred)
• Tableau (Preferred)
• AI Productivity Tools (Preferred)

For more information, please check the link: Executive Assistant-Strategy & Operations

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