Vacancy announcement: Executive Associate – Intern

Administration & Coordination | Internship

• Duty station: Dar es Salaam, Tanzania
• Department: Office of the Executive Director
• Reports to: Executive Director or delegated supervisor
• Contract: Fixed-term internship; duration to be confirmed
• Work arrangement: Full-time; occasional local travel or event support as needed

1. About TEDI

Tanzania Enlightenment Development Innovations (TEDI) is a youth-led, women-founded non-governmental organization working with governments, schools, communities and partners to transform education and expand practical skills and opportunities for young people. Our programs span digital learning, foundational skills, youth development and inclusive education across Tanzania.

2. Position purpose

TEDI seeks an organized, resourceful and discreet Executive Associate – Intern to provide day-to-day administrative and coordination support to the Office of the Executive Director. The intern will help keep schedules, correspondence, records, meetings and follow-up actions organized, allowing leadership to focus on strategic priorities. This is an entry-level learning role, not an executive decision-making or managerial position.

3. Key responsibilities

A. Executive and administrative support

• Coordinate calendars, meeting requests, appointments and reminders; flag scheduling conflicts and urgent items.
• Prepare meeting agendas, briefing folders, attendance lists, minutes and clearly assigned action trackers.
• Organize electronic and physical files, correspondence, contact lists, templates and office records.
• Draft routine letters, emails, notes and internal communications for review and approval.
• Assist with printing, scanning, document formatting, data entry and orderly office administration.

B. Coordination and follow-up

• Track decisions, deadlines, commitments and action points from leadership meetings and partner engagements.
• Follow up courteously with internal teams on assigned updates, documents and outstanding actions.
• Help assemble weekly priorities, status summaries and short briefing notes for the Executive Director.
• Coordinate information requests between the Executive Director’s Office and programs, finance, operations and field teams.

C. Meetings, events and logistics

• Assist with scheduling internal and external meetings, communicating logistics and confirming attendance.
• Support travel planning and logistics, including itineraries, bookings, meeting schedules and documentation, subject to approval.
• Assist with workshops, stakeholder visits and organizational events, including invitations, registrations and materials.
• Maintain accurate records of receipts and supporting documents for approved administrative expenses; submit these to finance following policy.

D. Communication and stakeholder support

• Maintain professional, prompt and respectful communication with staff, partners, visitors and external contacts.
• Help maintain stakeholder contact databases and records of introductions, meetings and follow-ups.
• Prepare first drafts of acknowledgements, invitations and follow-up correspondence for supervisor approval.
• Support preparation of simple presentations, meeting briefs and background research using verified information.

E. Information management and confidentiality

• Handle sensitive leadership, personnel, donor and organizational information with strict confidentiality.
• Maintain organized digital folders, file naming conventions, version control and secure access practices.
• Escalate missing information, errors or time-sensitive issues promptly rather than making unauthorized decisions.
• Perform other reasonable administrative learning assignments consistent with the internship role.

4. Required qualifications

• Recently completed a diploma or bachelor’s degree in Business Administration, Public Administration, Management, Communications, Secretarial Studies or a related field.
• Strong written and spoken English and Swahili.
• Good working knowledge of Microsoft Word, Excel, PowerPoint, email, shared calendars and cloud document tools.
• Ability to write clear emails, take accurate meeting notes and follow multiple deadlines.
• Prior internship, volunteer or administrative experience is an advantage, but not required.

5. Core competencies and attributes

• Excellent organization, prioritization and attention to detail.
• Integrity, reliability, discretion and respect for confidentiality.
• Professional communication and interpersonal skills.
• Initiative and willingness to learn, with sound judgment about when to seek guidance.
• Ability to work across teams, adapt to changing priorities and remain calm under pressure.
• Strong follow-through: communicates progress, documents decisions and completes assigned tasks.

6. Learning and performance expectations

With supervision, the intern is expected to maintain an accurate calendar and action tracker; produce timely meeting notes; organize executive support documents; respond promptly to assigned coordination tasks; and demonstrate discretion, professionalism and continuous improvement. A supervisor will agree practical goals and provide periodic feedback.

7. Scope and safeguards

The intern will not independently approve payments, sign agreements, commit TEDI to partnerships, access confidential information without authorization, or speak on behalf of the Executive Director without explicit delegation. All external correspondence and commitments requiring organizational authority must be reviewed and approved by an authorized staff member.

8. Working relationships

The role works closely with the Executive Director, Head of Programs and Operations, administrative personnel, program teams and other colleagues, and may support communication with external stakeholders under supervision.

10. Equal opportunity