About the job
IDA Mission
The Infectious Disease Alliance (IDA) is a global public health advocacy organisation committed to strengthening the collective response to infectious diseases. IDA brings together civil society organisations, scientific societies, patient associations and other stakeholders across human, animal and environmental health to advance prevention, treatment and control of infectious diseases through a One Health approach.
IDA works to strengthen civil society representation in global health decision-making, advance health equity and access, promote resilient health systems, and mobilise action and resources for infectious disease priorities.
Organisational Context
IDA is a growing international alliance operating through a global network of experts, volunteers, partners and specialised committees.
As IDA expands its programmes, partnerships and institutional presence, resource mobilisation is a strategic priority. Diversifying IDA's funding base is essential to support sustainable organisational growth and progressively strengthen its operational capacity.
This is a voluntary, unpaid position contributing to IDA's organisational development and resource mobilisation efforts.
Reporting Lines
Reporting lines will be established based on the seniority, experience and profile of the selected candidate and the evolving structure of IDA's Fundraising function.
Working alongside the Executive Director, this position collaborates closely with IDA leadership.
Role
Provide high-level administrative, operational, and secretarial support to executive leadership, ensuring effective correspondence management, schedule coordination, document organization, and seamless meeting follow-through.
Responsibilities
Proactively manage and process incoming correspondence on behalf of executive leadership.
Prepare precise, professional, and prompt written communication.
Organize, tag, and prioritize incoming messages based on urgency and strategic importance.
Pinpoint matters requiring executive escalation or decision-making support.
Monitor key discussions to ensure seamless continuous workflow and complete follow-through.
Maintain diligent follow-up on outstanding correspondence and open inquiries.
Provide targeted calendar and scheduling management as required.
Coordinate and confirm appointments and meetings upon request.
Ensure all calendar entries feature clear titles and comprehensive detail.
Handle basic agenda adjustments, including meeting postponements and cancellations.
Oversee a structured and current digital file archive.
Ensure organizational records are standardized, safely stored, and readily accessible.
Perform routine audits of access rights to preserve strict confidentiality and security.
Archive or remove obsolete documents and contacts in accordance with organizational guidelines.
Participate in designated meetings to support executive operational needs.
Produce concise, well-structured meeting summary notes.
Synthesize core outcomes, strategic decisions, and primary action items.
Monitor follow-up responsibilities to guarantee timely delegation and execution.
Requirements
Selection Criteria
Academic Qualifications
Advanced or completed academic background in business administration, public health, international relations, communications, or an equivalent field.
Languages
Excellent written and spoken English.
Other Eligibility Requirements
Demonstrated experience in administrative support, executive assistance, schedule coordination, or operational workflow management.
Ability to work effectively in an international, multicultural and predominantly virtual environment.
Availability and willingness to contribute to IDA on a voluntary, unpaid basis.
Suitability Criteria
Technical Capabilities
Proficiency in Google Workspace administration, user management, and security controls.
Strong operational command of core Google Apps (Gmail, Calendar, Drive, Docs, Sheets, and Slides) for collaborative workflow management.
Behavioural Capabilities
High level of discretion, tact, and confidentiality when handling sensitive executive communications and organizational records.
Exceptional organizational skills and rigorous attention to detail in calendar coordination, agenda management, and digital archive maintenance.
Proactive and systematic approach to prioritizing incoming correspondence, identifying escalation needs, and driving consistent follow-through.
Clear, professional written and verbal communication capabilities across diverse teams and executive leadership.
Strong ability to multitask, manage tight schedules, and operate independently in a fast-paced, virtual environment.
What we offer
Real-World Experience: Gain hands-on experience supporting day-to-day operations and leadership activities at the Infectious Disease Alliance, a global organization focused on infectious disease advocacy and health systems strengthening.
Skill Development: Develop practical skills in administrative and executive support, including email and calendar management, document organization, meeting coordination, follow-ups, and professional communication.
Mentorship & Exposure: Work closely with leadership and engage with professionals across public health, nonprofit management, and global health collaboration networks.
Flexibility: Remote-friendly internship with a flexible structure, designed to balance learning with meaningful, real-world responsibilities.
Impact: Play a key role in supporting efficient workflows and clear communication, contributing directly to the mission and day-to-day effectiveness of the Infectious Disease Alliance.
How to Apply
Submit your CV and a short cover letter via the “Apply Now” button below. In your cover letter, tell us why you're interested in this role and how your background aligns with the responsibilities.
For questions, contact us at: hr@id-alliance.org