Senior Program Assistant

This position will be based initially in Washington, D.C. but may be relocated if business needs arise that make it necessary to do so.

Description

The main responsibilities of this position/role will be to provide a wide range of support to three GPE Managers located in various GPE offices in the role of Executive Assistant.

Duties And Accountabilities:

Manager Support: 

Provide the highest level of discretion, a wide range of executive assistance and administrative support to the assigned manager.   Maintain manager’s day to day calendar; schedule meetings/appointments and ensure effective time management and smooth operation, prioritize workflow; independently resolve scheduling conflicts; and remind the manager of important tasks and deadlines. Schedule meetings between manager and government delegations and Ministers of Education and make all arrangements relating to these meetings while always acting professionally and courteous towards delegatesPlan and coordinate manager’s travel and related logistics, including flight reservations, hotel bookings, visa requests, and submission of travel expenses. 

Retreats:

Organize team meetings and retreats; draft notes, handle logistical arrangements- sending invitations, booking conference room, arranging audio and video conferencing (Webex/Microsoft Team/Zoom setup), catering if needed; providing guidance to consultants and visitors re badges; sharing agenda and documentation prior to meetings as required.Mentor junior members of the team and share guidance and address queries as needed   Delegate tasks, if needed follow up on pending tasks delegated to Program Assistant.

Other Misc/general Tasks:

Operate with a high level of judgment to provide a wide range of support and act as a delegate to the Admin Team Coordinator, especially in the areas of managing priorities and email traffic, workflow, screening of all in-coming documents, drafting responses and to ensure the smooth delivery of services.Liaise with teams/staff for information and follow-up to support and facilitate decision making.Assist in organizing training programs for Secretariat services teamIndependently manage and respond to diverse inquiries/requests and channel queries to the appropriate person/s on the team. Additionally, make decisions when multiple courses of action are possible.Attend to facilities related requests Maintain an excellent professional collaboration with other teams/work streams within the Secretariat Services Team, with a goal to rigorously keep all records up to date.Undertake ad-hoc assignments and provide backup support to other Program Assistants in their absence or during periods of heavy workload.Ad hoc activities will be assigned as needed/required. Additionally, all tasks are subject to change based on situations/requirements.
 

Selection Criteria:

Education: