Executive Officer

DT Global•Ottawa, ON

About The Position

Pacific Australia Skills is a significant Australian investment aimed at strengthening the skills and training sector across the Pacific and Timor-Leste, contributing to social and economic growth. DT Global, the implementing organization, is dedicated to shaping a future where sustainable development and innovation empower individuals, communities, and nations. This role involves providing high-level administrative, coordination, and strategic support to the Executive Leadership Team, ensuring smooth program operations, effective stakeholder engagement, and timely delivery of key priorities. Two Executive Officer positions are available: one primarily supporting the Team Leader and the other supporting the Director of Programs. Both roles will also provide coordinated support to other Executive Leadership Team members.

Requirements

Recognised qualifications and training in Business Administration, Finance, or any other related fields.
Proven experience in executive support, project coordination, or program administration.
Demonstrated experience working in an international development context, preferably in a DFAT or other donor-funded program, with a focus on supporting locally led programming.
Proven strategic and independent work approach, with a proactive, adaptable, and innovative problem-solving mindset focused on continuous improvement and supporting work towards the achievement of development outcomes.
Demonstrated ability to work collaboratively in a cross-cultural and multidisciplinary environment.
Demonstrated ability to maintain high ethical standards when representing Pacific Australia Skills in any capacity in accordance with relevant codes of practice.
Demonstrated high level of discretion, professionalism, and attention to detail.
Understanding of and commitment to Gender Equality, Disability and Social Inclusion (GEDSI), Child Protection, Prevention of Sexual Exploitation, Abuse and Harassment (PSEAH), prevention of human trafficking, environmental protection, anti-corruption and other DFAT safeguarding policies.
Strong organisational skills including planning, developing, implementing and maintaining operational and administrative systems.
Strong time management skills with the ability to manage competing priorities and successfully meet deadlines.
Excellent written, interpersonal and communication skills, the ability to collaborate across teams, build team cohesion and the ability to cultivate and maintain productive working relationships with a range of partners, stakeholders and vendors in cross-cultural contexts.
High levels of flexibility and adaptability.
Advanced skills in Microsoft Office suite and digital collaboration tools.
Understanding of and commitment to Gender Equality, Disability and Social Inclusion (GEDSI), Child Protection, Prevention of Sexual Exploitation, Abuse and Harassment (PSEAH), prevention of human trafficking, environmental protection, anti-corruption and other DFAT safeguarding policies.

Nice To Haves

Extensive experience working across multiple jurisdictions in the Pacific and Timor-Leste is preferred.

Responsibilities

Manage the Team Leader’s schedule, appointments, meetings and travel arrangements.
Coordinate internal and external meetings and engagements for the Team Leader, including agenda preparation, briefing notes, recording outcomes and following up agreed actions.
Draft, review and format correspondence, reports, presentations, briefing materials and other documents for the Team Leader, as required.
Coordinate with technical, operational and corporate teams to ensure timely submission of inputs for reports, workplans, governance processes and other program deliverables.
Maintain accurate and up-to-date electronic and, where relevant, manual filing systems, databases and records, including emails and meeting documentation.
Support the effective organization of stakeholder forums, engagements, consultations and events led or attended by the Team Leader.
Represent the Team Leader’s office in preliminary discussions or coordination meetings when delegated.
Manage the Director of Programs’ schedule, appointments, meetings and travel arrangements.
Coordinate internal and external meetings and engagements for the Director of Programs, including agenda preparation, briefing notes, recording outcomes and following up agreed actions.
Provide administrative and coordination support to the Director of Programs, including support for program planning, implementation, reporting, stakeholder engagement and decision tracking.
Support coordination between the Director of Programs and program teams to ensure priorities, decisions and follow-up actions are clearly communicated and progressed.
Maintain effective records for Director of Programs meetings, correspondence, approvals and key program decisions.
Maintain a shared view of executive priorities, key meetings, travel and deliverables to support effective coordination between the two Executive Officer positions.
Provide coordinated scheduling, calendar management and meeting logistics support to other Executive Leadership Team members as agreed.
Serve as coordinated points of contact between the Team Leader, Director of Programs, other Executive Leadership Team members, program staff and external stakeholders.
Coordinate cross-team communication and scheduling to support alignment of workplans, priorities and leadership decision-making.
Support the Executive Leadership Team to track progress on key deliverables, manage meeting actions and follow up with relevant staff to meet deadlines.
Contribute to a positive team culture and continuous improvement initiatives across executive support, scheduling and coordination systems.
Handle confidential and sensitive information with discretion.
Other duties as required to support the effective delivery of the program.