Senior Administrative 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 : https : / / dndi.Org /

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 DocuSign, 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 activities, retreats, and staff celebrations when needed by identifying convenient dates, supporting agenda preparation and collation of documents, and making suggestions to promote a good team atmosphere.

(D) Travel Management :

(1) Serving as the main contact for travel arrangements for an assigned area (e.G., Directors, governance bodies, leadership events) and proactively managing travel according to DNDi’s travel policy, including coordinating approvals, travel and accommodation bookings, visa requests, and required documentation.

(2) Producing updates on travel booking status, spending, and policy exceptions, and recommending process improvements and quick wins, as needed.

(E) Internal Coordination :

(1) Acting as the information hub to facilitate internal planning and foster alignment by maintaining clear, timely flows of information between Directors, their teams, the Global Executive Office, and the rest of the organization.

(2) Collaborating and maintaining active links with the teams to maximize internal coordination and communication.

(3) Supporting internal communications by sharing key information from projects / team meetings / relevant events with the team and receiving updates from team members to share with the Director.

(4) Working, as needed, on Global Executive Office projects, including global internal communications projects.

Note : The above list of responsibilities is not exhaustive, and the incumbent may be required to undertake other responsibilities appropriate to their grade

4. QUALIFICATIONS, EXPERIENCE AND COMPETENCIES :

Qualification

(1) Applicants must have a Bachelor's degree in a relevant field is required.

(2) A Master’s degree or other specialist certification is a plus.

Experience

(1) A minimum of six years of relevant work experience in an administrative or executive assistance role.

(2) Demonstrated experience in providing remote support to Director-level executives.

(3) Proven experience in travel operations and using online booking tools for organizations.

(4) Experience working in a global, multicultural environment is essential.

(5) Proven ability to work effectively in a team environment and matrix structure.

(6) Experience working in both the public and private sectors is highly desirable.

Skills and Competencies

(A) Critical Skills :

(1) Ability to work semi-autonomously on specific tasks under fixed guidelines and timeframes while ensuring alignment with team and departmental goals.

(2) Proactive mindset with the ability to anticipate needs, follow up on tasks independently, and identify practical solutions to common challenges.

(3) Strong ability to use initiative.

(4) Strong ability to multi-task, prioritize, and work well under pressure to meet deadlines.

(5) Strong attention to detail and ability to contribute to complex projects.

(6) Very good collaborative and communication skills in multicultural, multi-lingual environments.

(7) Ability to work effectively as part of a multicultural team.

(B) Technical Skills :

(1) Ability to work effectively on a remote basis, supporting people and teams with whom you have remote interaction only.

(2) Well organized and structured.

(3) Very good analytical skills.

(4) Ability to contribute to the project delivery under minimum supervision.

(5) Ability to manage middle sized projects with budget management under supervision.

(6) Provide specialist services to operational line or project team.

(7) Ability to solve non-routine problems on a case-by-case / project basis.

(8) Has certain autonomy for taking actions and decisions.

(9) Ability to interact with external stakeholders.

(10) Ability to be the focal point for consultants.

(11) Ability to manage small projects if delegated by upper levels.

(C) Other Requirements :

(1) Fluency in English

(2) Knowledge of French language is an asset

(3) Excellent knowledge of MS Outlook, Word, PowerPoint

(4) Good knowledge of MS Teams, Excel and SharePoint

(5) Confident with using AI tools smartly to cope with a high workload.

(6) Knowledge of and experience using online travel booking tools for organisations

(7) Capacity to work alternate hours (11.30-19.30 IST)

5. COMPENSATION OFFERED :

Annual salary for the role is attractive and aligned to market rates. The offer made to the selected candidate will be commensurate with qualifications, experience, and salary history.

6. LOCATION : New Delhi, India

7. MODALITY OF ENGAGEMENT : Fixed term contract, which will be renewable based on performance and the project's duration.

8. REFERENCE : SEOA-DNDi

9. CONTACT INFORMATION :

Team SAMS

Strategic Alliance Management Services P Ltd.

1 / 1B, Choudhary Hetram House, Bharat Nagar

New Friends Colony, New Delhi 110 025

• Phone Nos. : 011- 4081 9900;

4165 3612

10. APPLICATION PROCESS :

Eligible candidates interested in this position are requested to apply at https : / / bit.Ly / Apply-SAMS-SEOA-DNDi by sending a cover letter explaining your interest and fit for the role, plus an up-to-date resume with three references, your current cost to the organization, and expected compensation.