UNPAID VOLUNTEER - Senior Executive Assistants / Personal Assistants

Digital Technology Institute for Development (DTID)

4h • Remote

About The Position

DTID is seeking highly organised, proactive and professional Senior Executive Assistants / Personal Assistants to provide high-level administrative and executive support to the Director-General and other senior leaders within the organisation. The successful candidates will play an important role in ensuring the effective coordination of executive activities, correspondence, meetings, schedules and administrative processes. This role requires excellent judgement, discretion, attention to detail and the ability to manage multiple priorities in a fast-paced, international and fully remote environment.

Requirements

• Excellent written and spoken English.
• Excellent organisational and time-management skills.
• Strong attention to detail and accuracy.
• Ability to manage multiple priorities and competing deadlines.
• Excellent professional communication and interpersonal skills.
• Ability to develop effective working relationships with colleagues and stakeholders at all levels.
• Ability to work independently and take initiative.
• A proactive, conscientious and solutions-focused approach to work.
• Strong judgement and discretion when handling confidential or sensitive information.
• Ability to work effectively in a remote and internationally distributed environment.
• Confidence in communicating with senior executives and external stakeholders.
• Ability to organise and support virtual meetings and technology-enabled events.
• Strong problem-solving skills and the ability to respond calmly and professionally to changing priorities.
• Ability to follow through on actions and ensure that tasks are completed within agreed timelines.
• High standards of professionalism, reliability and accountability.
• Good working knowledge of Microsoft Word.
• Good working knowledge of Microsoft Excel.
• Good working knowledge of Microsoft PowerPoint.
• Good working knowledge of Microsoft Outlook.
• Good working knowledge of online meeting and collaboration platforms such as Microsoft Teams, Zoom or similar tools.
• Good working knowledge of calendar and diary-management systems.
• Good working knowledge of email and document-management systems.
• Good working knowledge of general administrative and office-management procedures.

Nice To Haves

• Knowledge of digital collaboration, task-management, project-management or recruitment platforms would be advantageous.
• Some knowledge or interest in DTID's areas of work, including climate change, sustainability, international development and emerging technologies, would also be desirable.
• A Bachelor's degree, diploma or equivalent qualification in Business Administration, Management, Office Administration, Human Resources, Communications, International Relations or another relevant field.
• Equivalent professional or practical experience may also be considered.
• Professional proficiency in English.
• Knowledge of an additional international language would be advantageous.

Responsibilities

• Manage external and internal correspondence on behalf of the Director-General or assigned senior leader.
• Monitor incoming and outgoing email correspondence and ensure appropriate follow-up within agreed timelines.
• Redirect correspondence to relevant Directorate or Divisional officers where necessary.
• Coordinate and schedule senior-level meetings, appointments and engagements.
• Maintain and manage executive calendars and meeting schedules.
• Prepare meeting materials, agendas, briefing notes and supporting documentation where required.
• Track actions and follow-up items arising from executive meetings.
• Provide administrative support to the Director-General’s Office and senior leadership.
• Work collaboratively with Executive Assistants, Divisional Secretaries and administrative colleagues across DTID.
• Provide cover for other executive or administrative support functions when required.
• Support the implementation and improvement of administrative systems, procedures and processes.
• Conduct factual research and prepare summaries or briefing information when required.
• Support resource-management and cross-divisional coordination activities.
• Assist with the coordination of conferences, workshops, meetings and organisational events.
• Support senior leaders during external engagements and events.
• Maintain accurate records and handle confidential or sensitive information appropriately.
• Undertake other reasonable administrative and executive-support responsibilities as required.

Benefits

• Gain practical experience supporting senior international leaders.
• Strengthen executive administration, coordination and organisational-management skills.
• Develop experience working within an international and multidisciplinary organisation.
• Build professional networks with colleagues and stakeholders from different countries and sectors.
• Strengthen communication, organisation, stakeholder-management and problem-solving skills.
• Gain exposure to climate, sustainability, emerging technologies and international development issues.
• Participate in organisational initiatives, meetings, conferences and events where appropriate.
• Develop long-term professional relationships and international experience.
• Build experience working within a fully remote and globally distributed team.
• Contribute directly to DTID's mission and institutional development.

What This Job Offers

• Career Level: Senior