Executive Assistant Cum Operational Support

JOB DESCRIPTION
Date: December 17 2025
Basic Information
Rev. No:
Owner:
Executive Assistant
Grade/Level
Position Title
Department
[Operational Support]
Aga Khan
Academy,
Hyderabad
Edtech
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Location
Direct Financial
Accountability
Geographical Scope
Global
Organizational Relationships
Position reporting to
No. of Direct Reports
No. of Indirect Reports
PMO
-
-
Key Responsibilities
1. Administrative Support



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Calendar Management: Organize and maintain the Project Leads schedule, including
appointments, meetings, and follow-ups.
Meeting Coordination: Schedule, organize, and manage Steering Committee and project
team meetings, ensuring all necessary pre-meeting documents are shared in advance.
Travel Arrangements: Handle travel logistics, including booking flights, accommodations,
and managing travel expense reports for the Project Lead or team members.
Document Preparation: Assist in drafting, editing, and finalizing correspondence,
presentations, and reports.
2. Communication Management

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Central Liaison: Serve as the primary point of contact for communication between the
Steering Committee and project teams.
Updates and Reporting: Draft and share regular updates, summaries, and communications
to stakeholders.
Information Flow: Ensure accurate and timely dissemination of information across all
relevant parties.
3. Operational Support
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Documentation Management: Maintain organized records of all project-related
documents, including meeting minutes, action plans, and reports.
Task Coordination: Track progress on action items and follow up with team members to
ensure deadlines are met.
Logistics: Organize and manage logistics for workshops, training sessions, and events.

4. Monitoring and Reporting
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Project Tracking: Maintain project timelines, deliverables, and milestones, ensuring
alignment with agreed schedules.
Report Preparation: Gather data and draft monthly/quarterly progress reports for review
and submission.
Issue Escalation: Identify and escalate any risks or issues to the Project Lead or Steering
Committee for timely resolution.
5. Confidentiality and Professionalism
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Data Handling: Handle sensitive and confidential information with discretion and
professionalism.
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Stakeholder Engagement: Act as a professional representative of the project team in all
communications and interactions.
Job Requirements
Required:
Qualifications

Experience
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Bachelors degree in Business Administration, Project
Management, or a related field.
Required:
35 years of experience in executive support roles, preferably
within a global or cross-cultural context
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Required:
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Exceptional organizational and multitasking abilities.
Strong verbal and written communication skills.
Proficiency in Microsoft Office Suite and project management
tools.
Skills
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Ability to work in high-pressure environments and meet tight
deadlines.
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High level of discretion and confidentiality.
Required:
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Time Commitment: Full-time role requiring regular availability
during evening calls and occasional weekend calls to
accommodate global time zones.
Working Conditions
Expected Outcome
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Travel: Occasional travel as required.
Efficient coordination and execution of all EdTech strategies.
Clear and seamless communication between the Steering
Committee and execution teams.
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Timely delivery of project milestones and reports.
Well-organized project records and enhanced team productivity.