1. POSITION VACANT: Executive Assistant to the CEO, Kiran Nadar Museum of Art, Saket, New Delhi

2. ORGANIZATION BACKGROUND:

Our client, the Kiran Nadar Museum of Art (KNMA), is a pioneering institution in the world of Indian art and culture. Established in 2010 at the initiative of avid art collector Kiran Nadar, KNMA holds the distinction of being India's first private museum dedicated to modern and contemporary art from the subcontinent.

An entity of the Shiv Nadar Foundation, KNMA operates as a non-commercial, not-for-profit organization with a mission to bridge the gap between art and the public. The institution is a key driver in the effort to cultivate a broader museum-going culture and has become a vital hub for artistic confluence, intellectual dialogue, and cultural exploration.

The museum's core philosophy centers on creating a dynamic relationship between art and society. This is achieved through a robust calendar of critically acclaimed exhibitions, scholarly publications, and extensive public programming. KNMA fosters a culture of innovation and engagement, with a strong emphasis on education through workshops, symposiums, and collaborations with schools and other community organizations.

For more information about KNMA, please visit https://www.knma.in/

3. JOB DESCRIPTION / RESPONSIBILITIES:

The KNMA is seeking a highly capable and experienced Executive Assistant (EA) to the Chief Executive Officer (CEO) to provide high-level strategic and administrative support during a period of institutional growth and transformation. S/he will be responsible for managing the CEO’s office with exceptional judgement, discretion, and cultural intelligence, while serving as a trusted liaison between the CEO, Trustees, Governing Board, senior leadership, and key external stakeholders.

The EA enables the CEO’s effectiveness by ensuring seamless day-to-day operations, rigorous follow-through on institutional priorities, and thoughtful coordination across governance, strategy, and external engagement, thereby advancing KNMA’s mission through excellence in execution.

Key Job Responsibilities:

(A) Executive Support (30%):
(1) Proactively manage the CEO’s complex calendar across board meetings, donor engagements, international travel, exhibition openings, strategic planning sessions, and media commitments.
(2) Coordinate sophisticated domestic and international travel logistics, including visas, itineraries, accommodations, ground transport, and comprehensive briefing dossiers.
(3) Draft, edit, and proof high-impact correspondence, speeches, presentations, reports, and briefing materials on behalf of the CEO.
(4) Screen, prioritise and manage communications (email, calls, visitors), responding directly where appropriate with impeccable judgement, tone and confidentiality.

(5) Maintain CEO decision logs, action trackers, and follow-ups to ensure timely execution of priorities and commitments.

(B) Board & Governance Support (25%):
(1) Coordinate scheduling, agendas, logistics, and materials for meetings with the Trustees and the Board.
(2) Prepare, format, and distribute confidential board packs, resolutions, minutes, and action trackers with rigorous attention to accuracy and deadlines.
(3) Track governance obligations, regulatory filings, and follow-up actions arising from board deliberations.
(4) Serve as a trusted coordination point between the CEO, Trustees and the Board on scheduling, briefing, and follow through.

(C) Strategic Coordination and Institutional Alignment (20%):
(1) Act as the primary liaison between the CEO and KNMA’s Leadership Team (Curatorial, Acquisitions & Collection, Institutional Outreach & Partnerships, Development, Finance, HR & Administration), ensuring alignment on institutional priorities.
(2) Maintain a forward-looking calendar of strategic milestones including major exhibitions, acquisitions, fundraising campaigns, audits, and grant/ CSR deadlines.
(3) Support CEO-led initiatives such as leadership retreats, organisational culture projects, cross-departmental task forces, strategic planning processes, and relevant staff communication.
(4) Assist in monitoring progress on key institutional initiatives during the museum’s expansion and transition phase.

(D) External Relations & Hospitality (15%):
(1) Prepare high-quality briefing notes and dossiers for meetings with stakeholders such as trustees, artists, donors, government officials, embassy representatives, and international collaborators.
(2) Coordinate CEO’s participation in exhibition openings, VIP events, media engagements, conferences and cultural diplomacy activities.
(3) Advise to the CEO on local protocols, cultural norms, and institutional practices when engaging with Indian and international stakeholders.
(4) Oversee hospitality arrangements for CEO-hosted events, dinners, and receptions, ensuring cultural appropriateness and flawless execution.

(E) Office Operations and Special Projects (10%):
(1) Manage CEO’s office including confidential digital and physical filing, expense reconciliation, procurement coordination, and budget tracking related to the CEO’s office.
(2) Maintain a secure and up-to-date contact database of stakeholders such as trustees, donors, artists, scholars, government contacts, and institutional partners.
(3) Conduct ad hoc research, prepare briefing materials, and support special projects as directed by the CEO.
(4) Provide rapid-response administrative and coordination support during sensitive situations, urgent matters, or crisis-related issues.

The allocation of time across responsibilities may vary, and the role requires flexibility to adapt to changing business needs.

4. QUALIFICATIONS, EXPERIENCE AND COMPETENCIES:

Qualification
Applicants must have a Bachelor’s degree in a relevant field; Master’s degree is preferred.

Experience
(1) Minimum eight years of progressive executive support experience, including at least more than four years in serving C-level or equivalent senior leaders.

(2) Experience in arts and cultural institutions, international organizations, non-profits, diplomacy, or mission-driven organizations is strongly preferred.

(3) Demonstrated experience in supporting expatriate or senior leadership during periods of organisational growth and transition is highly desirable.

Skills and Competencies

(A) Essential
(1) Exceptional organisational and time-management skills; ability to manage complexity across multiple time zones and stakeholders.
(2) Superior written and verbal communication; fluent business English with strong editing and proofreading skills.
(3) Impeccable discretion, judgement, and integrity in handling sensitive and confidential information.
(4) High degree of cultural intelligence and interpersonal diplomacy.
(5) Demonstrates strong proficiency in using AI tools and digital technologies to enhance productivity, research, communication, and decision-making.
(6) Advanced proficiency in MS Office 365, Google Workspace, Zoom/Teams, CRM systems and project management tools.
(7) Poised, diplomatic interpersonal style comfortable interfacing with trustees, artists, donors, embassy officials, and staff at all levels.
(8) Willingness to take on additional tasks or responsibilities as assigned, in support of evolving organizational priorities.

(B) Desirable
(1) Working knowledge of Hindi.
(2) Familiarity with South Asian art/cultural sector and Delhi’s institutional ecosystem.
(3) Experience in managing board governance processes in non-profits or cultural institutions.
(4) Flexibility to work occasional evenings and weekends to support events, travel, and deadlines.

5. COMPENSATION OFFERED:

The salary and benefits package budgeted for the position is attractive and shall be commensurate with qualifications, experience and salary history.

6. LOCATION: Saket, New Delhi

7. REFERENCE: EAC-KNMA

8. CONTACT INFORMATION:

Team SAMS
Strategic Alliance Management Services P Ltd.
1/1B, Choudhary Hetram House, Bharat Nagar 
New Friends Colony, New Delhi 110 025
Phone Nos.: 011-4081 9900; 4165 3612

9. APPLICATION PROCESS:

Eligible candidates interested in this position are requested to apply at the earliest.

Please note, applications will be evaluated on a rolling basis and not necessarily after the last date of submission.