UNPAID VOLUNTEER - Senior Executive Assistants / Personal Assistants

Digital Technology Institute for Development (DTID)

6d•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. The role supports the coordination of executive activities, correspondence, meetings, schedules and administrative processes, requiring sound judgement, discretion, attention to detail and the ability to manage multiple priorities in a fast-paced, international and fully remote environment. The volunteer will contribute to the effective functioning of senior leadership by strengthening coordination, communication, organisation and follow-up. The role includes managing correspondence and calendars, preparing meeting materials, tracking actions, supporting administrative systems and processes, conducting factual research, assisting with cross-divisional coordination, and supporting events and external engagements. The position is unpaid.

Requirements

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

Nice To Haves

Knowledge of digital collaboration, task-management, project-management or recruitment platforms.
Knowledge of or interest in climate change, sustainability, international development and emerging technologies.
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.
Knowledge of an additional international language.

Responsibilities

Manage internal and external correspondence on behalf of the Director-General or assigned senior leader, monitor email and ensure appropriate follow-up.
Redirect correspondence to relevant Directorate or Divisional officers when necessary.
Coordinate and schedule senior-level meetings, appointments and engagements; maintain executive calendars and meeting schedules.
Prepare meeting materials, agendas, briefing notes and supporting documentation as required.
Track actions and follow-up items arising from executive meetings.
Provide administrative support to the Director-General’s Office and senior leadership.
Collaborate 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 coordinating 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.