Project Coordinator |amp| Executive Assistant

Full Job Description
Position Title

PROJECT COORDINATOR & EXECUTIVE ASSISTANT (EA) TO COO
Reporting to

CHIEF OF OPERATIONS (COO)
Function

OPERATIONS (CORPORATE)
Location

GANGA PREM HOSPICE, RAIWALA (RISHIKESH)
Job Purpose

Provide full-time and highest quality of assistance to the Chief of Operations (COO) in all administrative activities of Ganga Prem Hospice, both on- and off-campus, as required by the COO. Deliver best-in-class service to the COO, and the hospice’s patients and their caregivers. Function as an enterprising executive assistant with organised, detail-oriented and problem-solving mindset and approach.

Educational Qualifications

Masters in Business Administration (MBA) in Operations and/or HR
Masters in Communication
(preferably trained in administration/accounts /HR/hospitality/hospital management)
Experience (years and nature)

8+ years of documented administrative assistant experience with employer(s) of repute (with 5+ years as executive assistant in an office/deskwork setting)
Experience in a technical environment
Proficient in video-conferencing and data sharing apps and programmes
Must be proficient in Microsoft Office suite, Google applications and have the ability to learn other web based applications and programmes
Hospital sector/hospitality sector experience preferred
Role Requirements/Skills/Technical Requirements

Strong collaboration and teamwork skills
Ability and willingness to work as a member of a team, and to foster a team environment within departments and intra-department
Strong technical aptitude
Strong problem solving skills. Must be able to define problems, collect data, establish facts, and draw valid conclusions
Compete readiness to travel locally for meetings and presentations
Highly detail-oriented, organised with proven ability to successfully multi-task
At ease with advance data management software
Ability to maintain data in a scientific manner and draw conclusions from the data
Advanced WordPress knowledge preferred
Outstanding interpersonal skills and preference for collaboration with proven success working with others
Ability to work with high profile individuals externally, as well as collaborate internally
Service oriented and excellent customer service skills
Highest level of discretion and integrity and the ability to handle and maintain confidentiality
Ability to manage multiple priorities for multiple stakeholders
Excellent written and oral communication. Excellent English-writing skills with emphasis on perfect grammar in written English
Excellent command over written and spoken Hindi language
Ability to set and adhere to realistic deadlines and work effectively yet maintain flexibility to adapt to changing priorities
Strong skill in managing time and workload effectively
Ability to work independently and self-manage
Strong knowledge of MS Office, especially MS Excel and MS Word, and email writing/communication
Excellent research and report-writing skills
Excellent situational awareness and sensitivity
Ability to proactively identify potential as well as presenting issues in office and in the staff member group, and report to management
Ability to work with MIS frameworks and other current hospice systems and processes
Mentally, emotionally and physically healthy
Key Duties & Responsibilities (including, but not limited to)

Provide administrative support to the COO
Track COO’s tasks and projects to ensure appropriate prioritisation of fundraising, cancer care, palliative education projects with respect to deadlines and organizational developments
Serve as point of contact between departments organisation wide and the COO
Serve as a point of contact between external organisations/donors/funders and entities and COO
Assist with budget and project management,
Coordinate internal and external communications
Providing advance project management, event-planning and coordination support.
Provide special project leadership and support
Provide logistical and event planning support
Handling and prioritising critical and important matters expeditiously
Conduct preliminary research on a variety of topics (related to hospice care and palliative cancer care/patient care); draft materials as needed
Draft hospice monthly e-newsletter
Assist in proposal writing, public relations, donor and patient relations, media contact and press releases
Maintain basic knowledge of day-to-day processes of the departments
Assist in human resource management and recruiting
Implementation of human resource training/CMEs
Maintain HR leave records, assist in implementation of organisation policies
Coordinate KPI data collection reporting, and internal review and analysis for the COO
Assist in preparation of various organisational quality control audits
Supervision of hospice operations in the inpatient facility
Supervision of quality control measures
Patient and donor data management, database development inputs
Website updating in WordPress
Prepare presentations for the organisation and board meetings
All other duties as assigned by the COO
Dedicated to the mission of Ganga Prem Hospice
Adapt and quickly learn about cancer care, palliative care on the job
Participate in palliative care training programmes (whether online or in person)
Monitor staff members’ protocol alignment, attendance and discipline
Schedule meetings and travel arrangements for senior members of the organisation
Mandatory minuting of each formal meeting that is organised by self or invited to participate in. Soft copy of the Minutes of Meeting (‘Minutes’) must be emailed within 8 working hours
Handle and escalate/report, as necessary, complaints/grievances of patients, families and staff
Maintain complete confidentiality of information and records pertaining to the Trust, the Hospice, patients, caregivers and staff
Responsible for proper filing of all formal communication with external stakeholders, including with local, national and international authorities
Mandatory to conduct annual self-review of all documentation for which you are directly responsible as a preparer or reviewer
Job Types: Full-time, Regular / Permanent

Salary: ₹30,000.00 - ₹40,000.00 per month

Benefits:

Cell phone reimbursement
Food provided
Health insurance
Leave encashment
Paid sick time
Provident Fund
Schedule:

Day shift
Ability to commute/relocate:

Dehradun, Uttarakhand: Reliably commute or planning to relocate before starting work (Required)
Application Question(s):

In how many days can you join if made the offer?
Education:

Master's (Required)
Experience:

total work: 8 years (Required)
Language:

English (Required)
Application Deadline: 16/05/2024
Expected Start Date: 01/06/2024


Health insurance