Executive Assistant

Job Posting Organization:
CIMMYT, the International Maize and Wheat Improvement Center, is a global leader in agricultural research and development, dedicated to improving the livelihoods of farmers and enhancing security" style="border-bottom: 1px dotted #007bff !important;">security" style="border-bottom: 1px dotted #007bff !important;">food security. Established in 1966, CIMMYT operates in over 50 countries and employs a diverse workforce of more than 1,000 professionals. The organization focuses on sustainable agricultural practices and innovative research to address the challenges of food production and climate change, aiming to empower smallholder farmers and promote sustainable development.

Job Overview:
The Executive Assistant plays a crucial role in providing advanced executive and administrative support to the CIMMYT Regional Director for Asia and the Managing Director of the Borlaug Institute for South Asia (BISA). This position is based in New Delhi and is responsible for ensuring the efficient operation of the Director’s office. The Executive Assistant will manage various priorities, coordinate communications, prepare high-quality documentation, and facilitate the implementation and follow-up of actions. The role requires a proactive approach to managing the Director’s complex calendar, organizing meetings, and ensuring effective communication with internal and external stakeholders. The Executive Assistant will also be involved in travel arrangements, documentation, and resource mobilization activities, making it a dynamic and multifaceted position that requires strong organizational and interpersonal skills.

Duties and 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.

Required Qualifications:
Candidates must possess a Bachelor's degree in business administration, management, communications, or a related field. Significant proven professional experience (typically 5+ years) in a similar high-level executive support role is required, preferably within an international or non-profit environment. Advanced proficiency in the Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience with digital platforms/tools (e.g., MS Teams, SharePoint) are essential. Candidates should demonstrate exceptional organizational, time-management, and problem-solving skills with meticulous attention to detail. A high degree of professionalism, integrity, and diplomacy is necessary, along with the ability to interact effectively with a diverse range of people from different cultural backgrounds and seniority levels. The ability to work independently, take initiative, make sound, informed decisions, and manage competing demands under pressure with minimal guidance is also required.

Educational Background:
The position requires a Bachelor's degree in business administration, management, communications, or a related field. This educational background is essential to ensure that the candidate possesses the necessary skills and knowledge to perform the duties effectively and efficiently.

Experience:
Candidates should have significant proven professional experience, typically 5+ years, in a similar high-level executive support role. Experience within an international or non-profit environment is preferred, as it provides the candidate with the necessary context and understanding of the challenges and dynamics involved in such settings.

Languages:
While the job posting does not specify mandatory languages, proficiency in English is likely essential given the international nature of the organization. Additional languages may be considered advantageous, particularly those relevant to the regions in which CIMMYT operates, enhancing communication with diverse stakeholders.

Additional Notes:
The position is for an initial fixed-term contract of 12 months, after which further employment is subject to performance and the continued availability of funds. CIMMYT offers an attractive remuneration package, including a range of benefits such as health insurance. Candidates must apply online for the position, and screening and follow-up of applications will begin on January 6th, 202

• Applications must include a CV with contact details (telephone and email address) of three work-related references, along with confirmation that the Recruitment team can contact them. Incomplete applications will not be taken into consideration. It is important to note that only short-listed candidates will be contacted. CIMMYT is an equal opportunity employer, fostering a multicultural work environment that values gender equality, teamwork, and respect for diversity, and encourages women to apply.