Senior Executive Office Associate

The Global Executive Office plays a pivotal and strategic role in governance and internal alignment.  The Executive Office Coordination Team serves as Secretariat to the Executive Director, the Executive Team, the Leadership Team, the Board of Directors and its Committees, the DNDi Scientific Advisory Committee (SAC) and other Committees of the organization.  The Office also leads internal communication, facilitates internal leadership processes and supports the engagement of key external stakeholders.

The Executive Office Senior Associate is an active part of the highly collaborative Executive Office Coordination Team, offering administrative support and team coordination to several teams.

The Executive Office Senior Associate is an enthusiastic self-starter.  The individual must be capable to work proactively in a fast-paced, dynamic office.  The individual must be able to follow directions carefully and to display good judgment and common sense to know when to move forward independently, how to find solutions themselves, and when to ask questions.  The role can be very busy and demanding and the Executive Office Senior Associate is very organised and able to handle a high workload.  The Executive Office Senior Associate has the ability to prioritise tasks and is able to split their time between multiple teams.

The Executive Office Senior Associate is a professional Administrative or Executive Assistant, with experience in Travel management.  The individual should have experience working with several teams or executives, in a global capacity, with people from a variety of cultures working in different international settings.  

An interest in DNDi’s work is required.  An interest in scientific affairs/global health would be an asset but is not required.

Individual support to Directors

• Make sure assigned Directors are well prepared: proactively manage their calendars, prioritize team meeting agendas to match organizational priorities and coordinate input from multiple teams for meeting preparation.
• Keep contacts and stakeholder records updated after outreach and meetings and organize meeting files and documents.
• Handle drafting correspondence (emails, letters) as needed, with respect to the Director’s tone and organizational format.
• Handle document approvals and online signature processes: organize signature process in wet ink or using DocuSign, follows up with relevant parties, ensure completeness and compliant filing.
• Coordinate complex travel and event participation for assigned Directors: coordinating with relevant teams on travel agenda to maximize engagement, consolidating itineraries and meeting schedules, organizing travel reimbursements when needed and complicated expense claims, ensuring appropriate information flow for good travel preparation and coordination.

Team Meeting Coordination:

• Set up and manage the regular schedule for meetings, including any extra ones as needed, in coordination with internal and external events: including identifying suitable times across time zones, sending Outlook invitations, monitoring attendance and proactively rescheduling when needed.
• Coordinate the creation of meeting: suggest topics, collate suggestions, create draft agenda for the Directors review, circulate agendas and pre-reads for efficient team participation.
• Create meeting outcomes: help to convert meeting discussions into clear objectives, ensure objective owners are aware.
• Facilitate hybrid and in‑person meeting logistics (including room bookings, facilities, tech checks, external guests, catering) and support the meeting quality (timekeeping, assigned chair, clear agenda, recorded decisions, actions attributed to an owner);
• Meeting notes: create concise and useful meeting notes within agreed timelines (preferably using AI tools); follow-up on action points with the Director/Team.

Team Coordination and Administration:

• Support the onboarding of new team members: working with HR and IST, ensuring access, tools, distribution lists and induction materials are in place; ensure onboarding meetings take place with assigned Director.
• Potentially approve leave requests for team. Ensure planned leave is well shared within the team to enable continuity of activities.
• Organize team-building activities, retreats and staff celebrations when needed: identifying convenient dates, supporting agenda preparation and collation of documents, making suggestions to promote a good team atmosphere.

Travel Management

• Serve as the main contact for travel arrangements for an assigned area (e.g., Directors, governance bodies, leadership events). Proactively manage according to the DNDi travel policy: coordinate approvals, travel and accommodation bookings, visa requests and required documentation.
• Travel reporting: as needed, producing updates on travel booking status, spending, policy exceptions; recommending process improvements and quick wins.

Internal coordination between the Directors, their teams, and the Global Executive Office:

• Act as the information hub: facilitating internal planning and fostering alignment by maintaining clear, timely flows between Directors, their teams, GEO and the rest of the organization.
• Collaborate and maintain active links with the teams to maximize internal coordination and communication.
• Support internal communications: sharing key information from projects/team meetings/relevant events with the team; receiving updates form team members to share with the Director.
• Works, as needed, on Global Executive Office projects, including global internal communications projects.

The above list of responsibilities is not exhaustive, and you may be required to undertake other responsibilities appropriate to your grade. This job description may be subject to review.

• Executive Office Senior Associate reports to the Executive Office Manager
• Works closely with DNDi Leadership, the IST department and the Facilities team.
• This role maintains relationships with several organizational units, including some outside DNDi, projecting image of a reliable service provider or partner.  Interaction assesses issues and performance that facilitate or restraint service delivery.

• First university degree (Bachelor level) in a relevant field, specialist certifications or post graduate degree (Masters) is a plus.
• Minimum 6 years’ experience in the relevant area of work/specialization.
• Experience providing remote support to Director level.
• Experience in travel operations.
• Experience working in a global setting for multicultural teams.
• Proven ability to work effectively in a team environment and matrix structure
• Experience working in the public and private sector is highly desirable.

• Ability to work semi-autonomously on specific tasks under fixed guidelines and timeframes while ensuring alignment with team and departmental goals.
• Proactive mindset with the ability to anticipate needs, follow up on tasks independently, and identify practical solutions to common challenges.
• Strong ability to use initiative.
• Strong ability to multi-task, prioritize, and work well under pressure to meet deadlines.
• Strong attention to detail and ability to contribute to complex projects.
• Very good collaborative and communication skills in multicultural, multi-lingual environments.
• Ability to work effectively as part of a multicultural team.

• Fluency in English
• Knowledge of French language is an asset
• Excellent knowledge of MS Outlook, Word, PowerPoint
• Good knowledge of MS Teams, Excel and SharePoint
• Confident with using AI tools smartly to cope with a high workload (Copilot, ChatGPT or equivalent)
• Knowledge of and experience using online travel booking tools for organisations
• Capacity to work alternate hours (11.30-19.30 IST)

DNDi is committed to building a diverse, equitable and truly inclusive organisation. Our success and global reach are dependent upon our ability to encourage diversity and draw on the skills, understanding and experience of all our people. We particularly welcome applications from those who are underrepresented in at DNDi and across the sector, especially women, and including, but not limited to, black and minority ethnic candidates, and those with other protected characteristic.