Senior Executive Office Associate

1. POSITION VACANT:
Senior Executive Office Associate, Drugs for Neglected Diseases initiative (DNDi), New Delhi

2. ORGANIZATIONAL BACKGROUND:
The  Drugs for Neglected Diseases initiative (DNDi)  is an international, not-for-profit research and development (R&D) organization that works to deliver new treatments for neglected diseases. In collaboration with over 200 public research and industry partners worldwide,  DNDi  utilizes partnership, innovation, open science, and advocacy to develop and provide new therapies for diseases that disproportionately impact millions of the world's most vulnerable populations.

The Global Executive Office is central to  DNDi's  governance and internal alignment, supporting the Executive Director, the Leadership Team, and various organizational committees. 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, and is also responsible for leading internal communications and facilitating key stakeholder engagements.

For more information about  DNDi , please visit: (Use the "Apply for this Job" box below)./

3.

JOB DESCRIPTION / RESPONSIBILITIES:
Reporting to the Geneva-based  Executive Office Manager , the  Senior Executive Office Associate   (SEOA)  is a key member of the highly collaborative Executive Office Coordination Team, offering administrative support and team coordination to several teams. S/he will be a proactive and enthusiastic self-starter, capable of working effectively in a fast-paced, dynamic office environment. The post-holder must be able to follow directions carefully, display good judgment and common sense, and know when to move forward independently, how to find solutions, and when to ask questions.

The role can be very busy and demanding, and as such, the  SEAO  must be highly organized, able to handle a high workload, prioritize tasks effectively, and divide her/his time between multiple teams.

The ideal candidate is an experienced Administrative/Executive Assistant with strong travel management skills and a track record of supporting multiple teams or executives in global, multicultural environments. An interest in  DNDi’s  work is essential, and interest in scientific affairs or global health is an added advantage.

Key

Job Responsibilities:

(A) Individual Support to Directors:
(1) Ensuring assigned Directors are well prepared by proactively managing their calendars, prioritizing team meeting agendas to match organizational priorities, and coordinating input from multiple teams for meeting preparation.
(2) Keeping contacts and stakeholder records updated after outreach and meetings, and organizing meeting files and documents.
(3) Handling the drafting of correspondence (emails, letters) as needed, with respect to the Director’s tone and organizational format.
(4) Handling document approvals and online signature processes, including organizing the signature process in wet ink or using Docu Sign, following up with relevant parties, and ensuring completeness and compliant filing.
(5) Coordinating complex travel and event participation for assigned Directors, including coordinating with relevant teams on travel agendas to maximize engagement, consolidating itineraries and meeting schedules, organizing travel reimbursements when needed, and handling complicated expense claims, ensuring appropriate information flow for good travel preparation and coordination.

(B) Team Meeting Coordination:
(1) Setting up and managing the regular schedule for meetings, including any extra ones as needed, in coordination with internal and external events. This includes identifying suitable times across time zones, sending Outlook invitations, monitoring attendance, and proactively rescheduling when needed.
(2) Coordinating the creation of meeting agendas by suggesting topics, collating suggestions, creating draft agendas for Director review, and circulating agendas and pre-reads for efficient team participation.
(3) Helping to convert meeting discussions into clear objectives and ensuring objective owners are aware of their responsibilities.
(4) Facilitating hybrid and in-person meeting logistics (including room bookings, facilities, tech checks, external guests, catering) and supporting meeting quality (time-keeping, assigned chair, clear agenda, recorded decisions, actions attributed to an owner).
(5) Creating concise and useful meeting notes within agreed timelines (preferably using AI tools) and following up on action points with the Director/Team.

(C) Team Coordination and Administration:
(1) Supporting the onboarding of new team members by working with the HR and IT teams to ensure access, tools, distribution lists, and induction materials are in place, and ensuring onboarding meetings take place with the assigned Director.
(2) Potentially approving leave requests for the team and ensuring planned leave is well-shared within the team to enable continuity of activities.
(3) Organizing team-building…