Executive Assistant- Leadership Office

About Pahle India Foundation

Pahlé India Foundation (PIF) is a public policy think-and-action tank working at the intersection of research, policy implementation, and partnerships to advance India's inclusive development agenda. PIF collaborates with government, industry, philanthropy, and knowledge partners to design evidence-based solutions aligned with the vision of a Viksit Bharat.

Role Summary

The Executive Assistant will provide high-quality executive, administrative and coordination support to the Leadership Office at PIF. The role demands exceptional organisational ability, discretion, and strong written and verbal communication skills. The incumbent will act as the first point of contact for the leadership team, managing schedules, correspondence, travel and stakeholder engagement, while ensuring the smooth day-to-day functioning of the office.

Key Responsibilities

Calendar and Schedule Management

• Manage complex calendars for the leadership team, including scheduling of internal and external meetings, appointments and events, and resolving scheduling conflicts proactively
• Prepare daily and weekly schedules, ensuring the leadership is briefed and well-prepared for all engagements

Correspondence and Communication

• Draft, review and manage correspondence, emails, letters and official communication on behalf of the Leadership Office, maintaining PIF’s standards of language and presentation.
• Screen and prioritise incoming communication and route matters to the appropriate teams for action and follow-up

Meetings and Documentation

• Coordinate logistics for meetings, roundtables and events, including agenda preparation, briefing notes, presentations and background material.
• Record accurate minutes of meetings, track action points and follow up with internal teams to ensure timely closure
• Maintain organised records, files and confidential documents of the Leadership Office

Travel and Logistics

• Plan and manage domestic and international travel, including itineraries, ticketing, accommodation, visas and expense reconciliation

Stakeholder and Institutional Liaison

• Liaise professionally with senior government officials, industry leaders, partner institutions and board members on behalf of the leadership.
• Coordinate with internal verticals and teams to support cross-functional initiatives and institutional priorities

Office Support

• Support the leadership on special projects, research inputs and presentations, as required
• Handle sensitive information with the highest degree of confidentiality and integrity

Qualifications and Experience

• Graduate degree in any discipline; a postgraduate qualification in management, communications or a related field will be an advantage.
• 3–4 years of experience as an Executive Assistant or in a similar role supporting senior leadership, preferably in a think tank, policy organisation, consulting firm or corporate environment.
• Excellent written and verbal communication skills in English; working knowledge of Hindi preferred.
• Advanced proficiency in MS Office (Word, Excel, PowerPoint, Outlook) and familiarity with virtual meeting platforms and collaborative tools

Key Competencies

• Exceptional organisational and time-management skills, with the ability to multitask and prioritise under pressure.
• High level of discretion, professionalism and sound judgement in handling confidential matters.
• Strong interpersonal skills and the ability to engage confidently with senior internal and external stakeholders.
• Attention to detail, accuracy and a proactive, solution-oriented approach.
• Flexibility and willingness to work beyond standard hours when institutional priorities required

How to Apply

Interested candidates may send their updated CV along with a brief cover note to [email protected] with the subject line “Application – Executive Assistant, Leadership Office”. Only shortlisted candidates will be contacted