Executive Assistant, Director-General’s Office (Locally recruited)

The position is based in the Executive Office within the Director-General’s Office (DGO), which supports the Director-General in her overall leadership and management of IDLO including providing overall policy coordination, senior level external relations, strategy and policy planning, institutional monitoring and reporting, and policy advocacy.

Working as part of this small professional team, the incumbent will provide administrative and logistical support to the Director-General.

THE POSITION

Under the direct supervision of the Head of the Executive Office, the Executive Assistant supports the work of the Executive Office, through information management and review of relevant documents; administrative and logistical support in order to ensure smooth functioning of the Executive Office:

In particular, the Executive Assistant is responsible for the following duties:

• Provide logistical and administrative support to the Director-General;
• Support calendar management;
• Organize and follow up on official travel by the Director-General;
• Ensure appropriate approval processes have been followed for all documents requiring the signature of the Director-General;
• Draft and manage communications from the Director-General, including managing the correspondence log, ensuring efficient and timely flow of information;
• Maintain and Update the Director-General’s list of high-level contacts;
• Maintain and update the Office’s filing system to ensure sound organization of documents and easy access and retrieval of data;
• Participate in meetings and draft minutes, as needed;
• Provide ad hoc support to the Director-General for specific requests as needed.

Education and Experience

• Graduate degree in Public Administration, Political Science, International Relations, Law, or similar field is required. 
• Minimum 3-4 years of relevant professional experience, preferably within international and/or multilateral organization.
• Previous experience in a Front Office environment or in support function for a senior official is required. 

Specific knowledge, skills and behavioral competencies

• Proven ability to demonstrate tact and diplomacy both internally and externally in dealing with sensitive matters, and to help people solve problems within the scope of the position.
• Strong interpersonal skills, patience, and discretion in dealing with a broad range of people.
• Experience in scheduling and organizing in-person and virtual meetings and conferences.
• Strong IT skills and knowledge of Microsoft Office (Word, Excel, PowerPoint, Access, Outlook, Teams), Adobe PDF and virtual meeting software (Zoom, Webex).
• Strong organizational skills and a track record of managing multiple and competing priorities successfully and professionally, and with minimal levels of supervision.
• Excellent verbal and written communication skills in English. Proficiency in other languages is highly advantageous.

For this locally recruited fixed-term support position, IDLO shall offer the selected candidate a Fixed Term local contract for 12 months, with the possibility of extension, subject to performance and availability of funding, at an annual basic salary of EUR €32,000, a leave and benefit package, including provident fund (14%), and health insurance in accordance with IDLO Employee Regulations and Rules.

Salaries paid by IDLO to employees are exempt from taxation in Italy. IDLO employees are responsible for compliance with income tax laws of their country of nationality or residence and/or any other relevant fiscal jurisdiction.

IDLO is an Equal Opportunity Employer. We welcome applications from qualified candidates of all backgrounds. Female candidates are strongly encouraged to apply for IDLO vacancies.

IDLO does not tolerate sexual exploitation or abuse, any kind of harassment, including harassment of a sexual nature; or discrimination. As such, IDLO will conduct careful reference and background checks of all selected candidates as part of its selection process. 

Application deadline: 02 July 2025 (23:59hrs Rome time)