Executive Assistant

Position Title: Executive Assistant

Location: Lalitpur

Employment Type: Full-Time

Reports to: Executive Director

ABOUT KARHANA SAMUHA

Karkhana Samuha is a Nepal focused non-profit organization that seeks to promote local innovations that can make a global impact. It empowers people, particularly with the skills and attitude to help them build their own future and the future of their community. To achieve this end, it uses design thinking and results-based management approaches to work on – Innovative and Inclusive Education, Digital Transformation, Education in Emergencies and Sustainability and Climate Education.

Karkhana Samuha is committed to ensuring that the innovations in education are made accessible to all, especially to people in the margins.

KS practices participatory decision making and co-designing by bringing together partners, collaborators and end users. KS uses Design Thinking (DT) and Human Centered Design (HCD) as its core project design and management methodology. These operational models are proven by academic literature and experience to lead to more innovative ideas and provide meaningful voice to the intended end-users. To operationalize co-creation, KS works through participatory, collaborative and iterative methods to identify potential solutions. In strengthening this approach, KS also works on building communities of practice which are created deliberately with the goal of gaining, sharing and implementing knowledge to innovate locally and make a global impact.

Accountabilities (Job Responsibilities)

A. Organizational and Administrative Support

• Manage the ED’s schedule, prioritizing meetings, events, and travel to optimize time and productivity.
• Prepare documentation, reports, and presentations for board meetings, donor updates, and team briefings.
• Prepare logistical documentations to support ED with organization activities
• Facilitate communication between the ED and KS team members, fostering a collaborative and innovative work culture.

B. Fundraising and Resource Mobilization Support

• Support fundraising efforts by drafting proposals, and tracking grant deadlines.
• Organize meetings with partners, and stakeholders, ensuring follow-ups and relationship nurturing.
• Compile data and success stories to strengthen funding applications and partnership pitches.

C. Program Coordination

• Assist in tracking program timelines, deliverables, and evaluations, ensuring alignment with organizational goals.
• Liaise with the Program Team to gather updates and insights for the ED’s oversight.
• Document program outcomes and lessons learned to support data-driven decision-making.

D. Financial and Reporting Assistance

• Support the ED and Finance Team in preparing quarterly budget reviews and financial reports.
• Ensure documentation complies with donor and regulatory requirements.
• Organize financial data for monthly or quarterly presentations to the Board.

E. Advocacy and Networking Support

• Coordinate logistics for the ED’s participation in forums, conferences, and government meetings.
• Draft advocacy materials (e.g. policy review inputs, briefs) to amplify Karkhana Samuha’s mission and alternative voices.

Essential Qualifications

• Bachelor’s degree in management or a related field (or equivalent experience).
• Prior experience in administrative roles, preferably in a non-profit organization.

Desirable Qualifications

• Proficiency in Microsoft Offce suite (Word, Excel, PowerPoint, Outlook,notion) and other relevant software applications
• Excellent verbal and written communication skill

Skills

• Strong communication skills.
• Attention to detail and accuracy in record-keeping.
• Ability to manage time effectively to meet deadlines.

Attitude / Behaviour

• Ability to handle confidential information with integrity and discretion.

Qualified and interested candidates are requested to submit their application with a brief cover letter and CV to hr@karkhanasamuha.org.np . Applications that do not follow these instructions will be disqualified.

Closing date for application: 17:00 hrs (Nepal Time) Thursday July 31, 2025.

Candidates from women, Dalit and other marginalized and minority groups are encouraged to apply.