Senior Administrative Assistant

Executive Administrative Assistant to the Executive Director – Governance & HR Support

The Executive Administrative Assistant supports the Executive Director (ED) and senior leadership by managing agendas, communications, and documentation to facilitate decision-making. The role also provides structured support to governance and human resources processes, including preparation and follow-up of meetings and administrative coordination. The position requires agility, discretion, and strong organizational capacity.

Main Duties and Responsibilities

Executive Support to the Executive Director (50%)

• Manage and prioritize the ED’s agenda and appointments, anticipating needs and preparing relevant materials in advance.
• Coordinate meetings, events, and missions involving internal teams, partners, donors, and external stakeholders.
• Prepare briefing files, consolidate background notes, and coordinate talking points with technical teams.
• Support preparation of presentations for governance bodies, internal boards, and high-level engagements.
• Draft and format correspondence, briefing notes, minutes, summaries, and formal communications in English and French, ensuring protocol and quality standards.

Governance & HR Support (30%)

• Prepare documentation and coordinate logistics for governance meetings and board sessions.
• Maintain governance records and track decisions and action points.
• Support HR administrative tasks, including recruitment coordination, onboarding/offboarding, and personnel file management.
• Assist in preparing HR reports and internal documentation.

Administrative & Operational Support (20%)

• Manage information and document management systems (Salesforce, Microsoft 365, SharePoint).
• Coordinate travel, expense claims, correspondence, and logistics.
• Support social media posting and basic analytics as required.
• Perform ad-hoc administrative tasks to support smooth organizational operations.

Performance Expectations

• Meet deadlines consistently.
• Maintain accurate and well-organized records.
• Provide timely follow-up on actions and requests.

Confidentiality & Ethics

• Adhere to strict confidentiality standards.
• Comply with internal policies and codes of conduct.

Reporting Line

• Reports directly to the Executive Director.

Application Process - Please submit to hr@hdalliance.org

• CV and reference needed. Send to hr@hdalliance.org
• Shortlisted candidates may be asked to complete a brief skills test.

English (Fluent or Native) 

French and Spanish ( Asset) 

Global 

• Dedicated and secure workspace.
• Reliable high-speed internet connection.
• Full-time availability, Monday to Friday, 09:00–18:00 CET.