About the job
We are looking for a reliable, highly organized, and proactive Personal Assistant to support day-to-day administrative and operational tasks. This role is ideal for someone who enjoys structure, multitasking, and staying one step ahead to ensure smooth workflows and clear communication.
The Personal Assistant will handle email management, meeting coordination, document organization, and follow-ups. Strong attention to detail, confidentiality, and comfort with digital tools are essential.
Responsibilities
1. Email Management
Actively monitor and respond to incoming emails on behalf of leadership.
Draft clear, professional, and timely email responses.
Categorize, label, and prioritize emails based on urgency and importance.
Identify emails requiring escalation or decision-making.
Track conversations and ensure nothing falls through the cracks.
Follow up on unanswered emails and pending requests.
2. Light Calendar & Meeting Coordination
Provide limited calendar support as needed.
Schedule or confirm meetings when requested.
Ensure meetings are clearly titled and properly documented.
Make basic adjustments such as rescheduling or cancellations.
3. Document & Drive Management
Maintain an organized and up-to-date digital filing system.
Ensure documents are properly named, stored, and easy to locate.
Regularly review access permissions to maintain security and confidentiality.
Remove outdated or unnecessary files and contacts when appropriate.
4. Meeting Support & Follow-Ups
Attend meetings when required.
Take clear and structured meeting notes.
Summarize key decisions and action items.
Track follow-up tasks and ensure they are assigned and completed.
Requirements
Expectations
Strong organizational and time-management skills.
High level of discretion and confidentiality.
Ability to work independently and proactively.
Clear written and verbal communication.
Comfort using digital tools such as email, calendars, and cloud-based storage.
Ability to prioritize tasks and manage multiple responsibilities at once.
Consistent daily availability is essential. The candidate must be able to connect to their computer and check communications every day, even if only for short periods, to ensure timely responses and smooth workflows.
Qualifications
Previous experience as a personal assistant, administrative assistant, or similar role preferred.
Strong attention to detail and problem-solving skills.
Tech-savvy and quick to learn new systems.
Reliable, professional, and responsive.
Nice to Have
Experience supporting executives or small teams.
Familiarity with project or task management tools.
Experience working remotely.
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: info@id-alliance.org