UNPAID VOLUNTEER - Senior Executive Assistants / Personal Assistants

About the Role

The organization is an international, volunteer-led think tank advancing the responsible application of emerging technologies, data-driven solutions, and innovation in addressing climate change, sustainability, and wider global development challenges. It brings together professionals, researchers, technology specialists, and policymakers to generate practical research, develop innovative solutions, strengthen partnerships, and support informed decision-making at the intersection of technology, climate, and sustainable development.

The organization is seeking highly organized, 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 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 judgment, discretion, attention to detail, and the ability to manage multiple priorities in a fast-paced, international, and fully remote environment.

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 the organization.
• 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 organizational 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.

Skills and Qualifications

• Excellent written and spoken English.
• Excellent organizational 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 judgment 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 organize 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.

General and Specialist Knowledge

• Microsoft Word, Excel, PowerPoint, and Outlook.
• Online meeting and collaboration platforms such as Microsoft Teams, Zoom, or similar tools.
• Calendar and diary-management systems.
• Email and document-management systems.
• General administrative and office-management procedures.
• Knowledge of digital collaboration, task-management, project-management, or recruitment platforms would be advantageous.
• Some knowledge or interest in the organization's areas of work, including climate change, sustainability, international development, and emerging technologies, would also be desirable.

Education and Training

Candidates should preferably possess:

• 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.

Impact

Effective executive support is essential to ensuring that senior leadership can focus on strategic priorities, organizational development, and the organization's wider mission. As a Senior Executive Assistant / Personal Assistant, you will contribute directly to the effective functioning of the organization's senior leadership by strengthening coordination, communication, organization, and follow-up. You will help ensure that executive priorities are effectively managed, meetings and engagements are properly coordinated, information is appropriately handled, and important actions do not fall through the gaps.

What You Will Gain

• Gain practical experience supporting senior international leaders.
• Strengthen executive administration, coordination, and organizational-management skills.
• Develop experience working within an international and multidisciplinary organization.
• Build professional networks with colleagues and stakeholders from different countries and sectors.
• Strengthen communication, organization, stakeholder-management, and problem-solving skills.
• Gain exposure to climate, sustainability, emerging technologies, and international development issues.
• Participate in organizational 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 the organization's mission and institutional development.

This is an unpaid volunteer position.