Administrative Assistant

About Better CottonInitiative

Better Cotton Initiative is a global not-for-profit organisation supporting the production of more equitable and sustainable cotton at farm level. We exist to catalyse the cotton farming community with partners, governments and others to continuously drive positive impact by setting standards and facilitating the supply and demand of more sustainable cotton from farm to brand. In just 15 years we have aligned more than a fifth of the world’s cotton with our standard and helped farmers and farming communities thrive. Join us in building a better, more sustainable future for cotton worldwide.

About our Values

The post holder will be expected to operate in line with our workplace values which are:

• Trustworthy (including honest, transparent, credible)
• As having Integrity (including responsible, authentic)
• Positive (including problem-solving, pragmatic)
• Engaging (including adaptable, inclusive, holistic)
• Daring (including courageous, innovative, game-changing)

Being you @ Better CottonInitiative

Better Cotton Initiative is committed to creating a diverse environment and is proud to be an equal opportunity employer with a strong commitment to good practice and transparency in the management of natural, human, and financial resources.

We have a zero-tolerance approach to any attitudes or behaviours that put children or adults at risk of harm. Safeguarding incidents are acts of serious misconduct and are grounds for disciplinary action, up to and including, dismissal and referral to relevant authorities for criminal prosecution. Therefore, all offers of employment are subject to satisfactory references and appropriate screening checks.

Starting Date: ASAP

Contract type: Full-time and open-ended

Salary: 9,04,716 INR, commensurate with relevant experience and skills

Location: New Delhi, India

Application closing date: 06-07-2026

If we receive a high volume of applications, we may close this vacancy earlier than the advertised deadline, so we encourage you to apply as soon as possible.

About the Job

The Administrative Assistant ensures efficient day-to-day administrative support, enabling smooth office operations, accurate documentation, and timely coordination of travel and logistics. The role contributes to organisational effectiveness by maintaining structured processes, supporting staff needs, and ensuring compliance with administrative and financial procedures. The role requires a hands-on approach, including on-ground coordination and real-time resolution of day-to-day operational issues.

The Challenge

Looking ahead to 2030, we are targeting reducing GHG emissions from cotton production by half, big cuts in synthetic pesticide use, improve soil health across our network, improve farm income and support women’s empowerment among farmers and farm workers.

Responsibilities

We are seeking a motivated Administrative Assistant to join our Finance & Services function. In this role, you will be responsible for:

a. Administrative Coordination

• Ensure smooth day-to-day office operations through proactive administrative coordination across teams.
• Maintain accurate and up-to-date records, trackers, and documentation to support compliance and operational efficiency.
• Coordinate meeting room bookings and logistics to ensure seamless internal collaboration.
• Support effective office space utilisation and coordination to enhance team productivity.
• Travel Support & Coordination
• Support and execute travel arrangements end-to-end, including bookings, coordination, and follow-ups with vendors.
• Assist and support interactions with travel agents, hotels, and other vendors to ensure smooth travel planning and execution.
• Provide on-ground/local coordination support for travel-related needs when required.

b. Financial Documentation & Support

• Review and compile travel-related receipts and documents to support reimbursement processes.
• Assist in reconciling travel advances and claims to ensure accuracy before submission to Finance.
• Maintain trackers for travel arrangements, invoices, payments, and administrative expenses to ensure proper record-keeping.

c. Vendor & Local Coordination

• Act as a point of contact for local vendors, banks, and service providers to support operational needs.
• Support local administrative work requiring coordination with external stakeholders.
• Follow up with vendors and service providers to ensure timely delivery and issue resolution.
• Ability to travel locally within the city on a regular basis for coordination with vendors, banks, and service providers is required.

d. Asset & Office Support

• Support tracking and maintenance of office assets, ensuring proper documentation and periodic verification.
• Assist in general office coordination tasks as required.

e. Office & Facility Coordination

• Coordinate with Co Working space management, housekeeping, and facility staff to ensure availability of services such as tea/coffee, cleanliness, and general upkeep.
• Ensure meeting rooms are set up and ready for use, including seating, equipment, and basic requirements.
• Monitor office supplies and coordinate timely replenishment.
• Follow up with facility staff and vendors to promptly resolve day-to-day operational issues.

f. Event Coordination

• Support planning and execution of internal and external events.
• Coordinate with respective teams and vendors to ensure smooth event management and delivery.

Experience

the following skills, knowledge, and experience:

Education & Experience:

·Bachelor's degree or equivalent experience.

·Minimum 3 years of experience in administrative support, travel coordination, or office operations.

·Experience handling travel logistics and reimbursements; NGO experience is an advantage.

·Experience of using Microsoft Excel, Word, and basic computer applications, including day-to-day email and documentation management.

Skills & Competencies:

·Strong organisational and multitasking skills with high attention to detail

·Effective communication and coordination with internal teams and external stakeholders

·Ability to manage administrative processes and improve operational efficiency

·Proactive problem-solving and adaptability in dynamic work environments

·Proficiency in MS Office (Excel, Word, Outlook) for documentation, tracking, and communication

·Basic understanding of financial processes (invoices, reimbursements, tracking)

·Demonstrates ownership and accountability in completing tasks

·Maintains confidentiality and professionalism in handling sensitive information

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