Manager Administration & EA to CEO

Overview of the Position

This is a mid-level position, where in the person will be required to take care of administrative tasks while working directly with the Chief of Staff with an additional charge of EA to CEO. We are looking for a person who is proactive, able to multi-task and coordinate internally and externally with programme directors/leads, project teams, external etc. to ensure that all administrative tasks are executed efficiently. The person will be responsible for smooth functioning of the office eco-system.

About iFOREST

iFOREST is an independent not-for-profit research and innovation organisation that was established in 2019 to identify, promote and scale up solutions for pressing environment-development challenges in India and other developing countries in Asia and Africa.

Our work is rooted in regional priorities to accelerate environmental actions at the sub-national level and to improve national policies and plans to support it. Our mission is to address the unique needs of regions by leveraging our resources and expertise to scale up national action and make a global impact. We use our regional knowledge to inform national policy and plans and strengthen international collaboration.

To achieve our goals, we conduct independent evidence-based research, develop new knowledge and innovative solutions, convene stakeholders to increase awareness and build consensus, and partner with think tanks, civil society, government agencies, philanthropies and industry to scale up solutions.

Location: Noida

Responsibilities

As an Administrative Manager and EA to CEO, you will be responsible for ensuring smooth operation of iFOREST offices and smooth functioning of CEO office. Your responsibilities will include:

Support smooth functioning of the CEO’s office. This will include the following activities:

CEO’s calendar & appointment management

CEO’s calendar and schedule management.

Coordinate and prioritize appointments for the CEO, both internal and external.

Document and information management for CEO office including minutes of the meeting, compilation and organization of information and gather information/research as necessary.

Arrange CEO’s domestic and international travel itineraries, including flights, accommodations, ground transportation, and visas.

Prepare travel expense report and reconcile invoices and receipts, whenever needed.

Coordinate and facilitate effective and efficient information flow and assistance to the office and between the CEO and other team members.

Provide support for special projects and initiatives as assigned by the CEO.

Email replies as per requirement.

Other personal work of CEO.

Manage the visitors/guests in the Noida office. This will include the following activities:

Attend in-person visitors of CEO

Keeping a record of visitors in the premises.

Organise meeting, lunch and refreshments for visitors of CEO and Directors.

Manage the administrative needs for smooth functioning of iFOREST offices. This will include the following activities:

Oversee the operations and maintenance of the Noida office in terms of pantry, housekeeping, internet connectivity, electricity, water, printer and paper, letterheads and envelopes, upkeep of furniture, plants and flowers, Air conditioning etc. etc.

Ensure timely payments of utility bills.

Ensure compliance with building regulations.

Vendor management and billing.

Utility bills for Noida office and Delhi office.

Keep and manage advance for up and running of the Noida office.

On-ground support for iFOREST events on an as per need basis.

Maintain Admin MIS

Oversee and manage the construction related work for offices.

Any procurement-related work.

Highlight issues, if any, and address them immediately.

Any other administrative work.

Ensure timely travel arrangements for iFOREST staff.

Make all flight bookings by carefully assessing different options and the best rates to ensure convenient travel for the staff.

Make all Hotel bookings by carefully assessing different options.

Maintain a travel MIS.

Support the Recruitment process involving CEO –

Support Manager HR to coordinate and schedule interviews for recruitments, whenever required.

Book tickets, make hotel reservations and other necessary arrangements for final interviews of out-station candidates.

Venue and logistics arrangements for events.

Identify and evaluate venue options for iFOREST events.

Negotiate the best rates for venues and food.

Finalize and negotiate the AV and other venue requirements.

Maintain a city-wise vendor list for printers, photographers, etc.

Coordinate with travel agent for local conveyance support for important speakers and iFOREST staff.

Qualification & Work Experience

Qualifications

Bachelor’s or Master’s degree in any relevant discipline from a reputed college

Experience

At least 10 years of experience as EA to CEO and in office administration.

Skills/Competencies

The successful candidate should have the following competencies:

Strong experience in EA to CEO role and Administration work.

Excellent communication skills, both written and verbal.

Proficiency with computers, especially MS Office and any other HR software.

Ability to do multitasking.

Attention to detail in all aspects of job responsibilities.

Commitment to maintaining confidentiality.

Positive attitude, strong interpersonal skills, and a team player mindset.

What we offer

At iFOREST we strongly support our colleagues’ professional development through an inclusive and amicable work environment. As the Manager of Administration and EA to CEO, you will get the opportunity to make a meaningful impact on our company culture and growth.

We offer highly competitive salaries in a think tank space, and reward performance through our annual appraisals.

Remuneration

Competitive salary as per candidate’s qualification, experience, and competency as required for the position.

Application deadline and instructions

Position open until filled.

We prefer the candidate to submit an online application at In case of any difficulty, you may also send your application to . Applications must be accompanied by a CV.

Only shortlisted candidates will be contacted.