Executive Assistant

Executive Assistant (Part-Time)

Reports to: Executive Director
Location: Remote (Global) - 60% of their contracted hours are worked within the core hours of 09:00–17:00 GMT
Contract Type: Part-Time Contractor
Time Commitment: 20-hours/per week

Duration: 6- months with possibility of extension both in hours and contract length, subject to performance and Organisational need

About HOT

Humanitarian OpenStreetMap Team (HOT) sits at the nexus of participatory mapping, community-led development, humanitarian response, open data and tech, with a talented and diverse team spread around the globe.

HOT is an NGO which supports a dynamic global community of thousands of dedicated volunteers, community and partner organizations using maps and open data for humanitarian response and the Sustainable Development Goals. Working with humanitarian and development partners like the Red Cross, Médecins Sans Frontières, UN agencies, governments and others, the HOT community maps in solidarity with those affected by or at risk of disaster, contributing the maps and data aid workers need to do their lifesaving work.

Role Overview

The Executive Assistant works closely with the Executive Director to provide strategic administrative, confidential, and people operations support. This role coordinates and manages a range of executive, operational, and secretarial responsibilities, ensuring the smooth and effective functioning of the Executive Director's office and enabling the delivery of organisational priorities. 

This role demands excellent communication skills, exceptional organisational ability, sound judgement, and a proactive approach to managing competing priorities in a fast-paced and multi-cultural environment. A primary goal for the job holder is to take ownership of all administrative tasks, including organising daily, monthly calendars, research, scheduling of meetings, conferences, travel coordination and arrangement, and an excellent experience in managing multiple tasks and/or projects. 

The job holder will work closely with colleagues in HOT and the leadership team to help track defined priorities and ensure awareness of deadlines. 

Key Responsibilities

Key Executive Administrative Support:

• Manage the Executive Director's diary, scheduling and prioritising meetings, appointments, and travel arrangements including visas, itineraries, accommodation, and transfers;
• Screen and manage incoming correspondence including, emails  and selected  written communications on behalf of the Executive Director;
• In collaboration with the Comms team, prepare and review briefing notes, presentations, and other communications to a high standard ensuring tone, accuracy, and professionalism on behalf of the Executive Director;
• Maintain effective communication between the Executive Director and cross-functional teams, ensuring timely information flow;
• Support with prioritisation and communication across the organisation
• Handle confidential and sensitive information with absolute discretion at all times;
• Review and approve monthly timesheets for all direct reports of the Executive Director; alongside other administrative tasks including Expenses.

2. Meeting & Event Coordination

• Organise and coordinate internal and external meetings, including leadership meetings and/or external engagements;
• Prepare agendas, compile meeting and conference packs, presentations, and circulate documents in advance;
• Attend meetings on behalf of the Executive Director as as required, take accurate minutes, and track agreed actions to completion;
• Coordinate logistics for events, workshops, and external engagements involving the Executive Director;

3. Project & Strategic Support

• Support the Executive Director in tracking progress  against strategic priorities and key deliverables
• Coordinate cross-functional follow-ups on behalf of the Executive Director, ensuring accountability and timely delivery
• Assist in the preparation of board papers, monthly all-hands staff updates (Leadership corner) and organisational documents as required. in collaboration with the Ops team.
• Research and prepare draft talking points and slide decks using Google Slide for internal and external meetings;

Person Specification

Essential:

• Proven experience in an executive assistant, personal assistant, or senior secretarial role supporting C-suite or senior leadership;
• Minimum of 2-3 years hands-on experience;
• Exceptional written and verbal communication skills in English
• Strong organisational and time management skills with the ability to manage multiple priorities simultaneously, and coordinate across timezones
• Proficiency in G-Suite (Google Docs, Slides, Sheets) and aptitude to pick up virtual collaboration tools (Zoom, Teams, Miro, Google Workspace, Asana, Egencia, Neon-One, etc);
• Ability to work independently, use initiative, and remain calm under pressure;
• High level of discretion, professionalism, and confidentiality;
• Strong attention to detail and commitment to accuracy;
• Ability to work independently with minimal supervision;
• Although a remote structure, the job holder will be required to ensure that a minimum of 60% of their contracted hours are worked within the core hours of 09:00–17:00 GMT, to support effective collaboration with the Executive Director and organisational stakeholders;

Desirable

• Experience working in an international, non-profit, or development sector organisation
• Familiarity with Board governance and reporting processes
• Experience supporting remote or geographically distributed teams
• Proficiency in an additional language relevant to HOT's operations regions;
• Familiarity with the Humanitarian OpenStreetMap Team’s mission and values;
• Familiarity with OpenStreetMap ecosystems, humanitarian mapping, GIS/data collection tools, or community‑led programs

To Apply

Interested persons should submit a CV and statement of interest (as one document) not more than 2-pages, outlining:

• Your motivation for applying for this role;
• relevant skills and experience to function in this role,
• how this role aligns with your professional and career goals. 

Kindly submit your application by CoB, Thursday, July, 16th, 2026. 
Early submission is encouraged, as applications will be reviewed on a rolling basis. Please note that this vacancy may close prior to the stated deadline should the volume of applications received exceed 250.