Secretary / Executive Assistant

Job description

https://wifiwomenfoundation.org

Secretary to MD & Office Administrative Officer at WIFI Foundation NPO for Women Entrepreneurs—a dynamic organization focused on establishing incubation centers, mentoring startups, and providing consultancy to MSMEs, schools, universities and other stakeholders, aligned with the services described on the Foundation’s website.(WIFI FOUNDATION NPO)

📌 Job Description: Secretary to MD & Office Administrative Officer Core Responsibilities:

• Provide high-level administrative support to the Managing Director including scheduling, calendar management, correspondence, and meeting coordination.
• Act as the central point of contact for internal and external stakeholders including incubation partners, MSMEs, university representatives, government bodies and service providers.
• Prepare agendas, minutes and follow-up actions for leadership and ecosystem partnership meetings.
• Maintain accurate records, files, and documentation including contracts, MoUs, and strategic plans.
• Manage official communication, emails, phone inquiries, and draft professional responses on behalf of the MD.
• Coordinate travel arrangements, logistics, and event schedules for leadership and visiting dignitaries.

Operational & Office Management:

• Oversee office administration for incubation centers and satellite locations, ensuring smooth workflow and resource availability.
• Act as liaison between administrative teams across campuses and incubation hubs.
• Organize foundations’ workshops, award ceremonies, seminars, hackathons, startup events and incubation onboarding sessions.(WIFI FOUNDATION NPO)
• Ensure compliance with regulatory, legal and governance documentation (NPO requirements, filings, registrations, etc.).
• Assist in preparing operational reports, performance dashboards and executive briefings.

Startup & Ecosystem Support:

• Coordinate support services including mentorship programs, funding facilitation, IPR filings and MSME consultancy engagements.(WIFI FOUNDATION NPO)
• Track and report on incubation center key performance indicators such as startup progress, partnerships, funding disbursements, and mentor engagements.
• Support communication with startups, partners and service vendors for program delivery.

Professional Skills Required:

• Excellent organizational, communication, writing and prioritization skills.
• Proficiency in office software (Word, Excel, PowerPoint, email, calendar tools).
• Good understanding of startup ecosystems, incubation models and MSME consultancy services.
• Ability to maintain confidentiality, professionalism and work with diverse teams.