Executive Assistant

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Description

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• Administrative, executive assistance and secretarial support services to facilitate smooth running of the Office and effective processing of information and data. 
• Performs senior secretarial functions for the Representative (supervisor-head of office). 
• Helps manage the immediate office operations with respect to communications, meetings and work flow; identifies complex or sensitive subjects, and contacts, for special treatment as well as priority issues that need to be brought to the supervisor’s attention. As appropriate, provides information and guidance to staff at all levels within the organizational unit to ensure understanding of intent and deadlines. 
• Establishes internal tracking systems and procedures for correspondence and documents; monitors work progress, cases of priority and concern to the supervisor. Receives, screens, logs, routes and registers correspondence, attaches necessary background information and maintains follow-up system. Keeps updated lists of names, addresses and telephone numbers of ministers, government officials and members of the diplomatic corps. 
• Arranges appointments and maintains supervisor’s calendar, receiving high ranking visitors, places and screens telephone calls and answers enquiries; Organizes high-level meetings including taking responsibility for finalization of the meeting agenda, invitations, the production and distribution of documentation, and preparation of minutes of meetings. Distribute meeting reports and information and ensure follows-up on required actions. 
• Collects and prepare briefing materials for supervisor concerning official trips or special meetings. Selects and makes pertinent abstracts and undertakes searches for information. Drafts correspondence, documents and reports, some of which are highly confidential and ensures follow-up. 
• Undertakes travel arrangements for supervisor, including arranging itinerary, visas, and hotel reservations.  Ensure offices are informed of travel arrangements and requirements.  Brief supervisor of important developments upon their return.   
• Provides clerical and administrative assistance to the Communications Specialist: drafts letters, invitations to events and meetings, screens phone calls, receives visitors, and enters inputs in the financial system: Purchase requisitions, contract requisitions, fund commitments, etc. Requests quotations and makes small scale procurement of goods and services. 
• Professional image projected through in-person and telephone interaction.  Discretion exercised with confidential information and complex sensitive subject matter. 
• Keeps abreast of activities of importance, latest policies, procedures and organizational changes affecting the team.   
• Establishes and maintains a records management system containing reference materials and confidential records as required. 
• Prepares briefing materials for supervisor concerning official trips or special meetings; drafts responses to written inquiries on a variety of routine and non-routine questions; communicates sensitive information to senior management and coordinates responses to sensitive inquiries on behalf of the supervisor. 
• Effective preparation and knowledgeable delivery of correspondence/communications, documentation and reports contributing to achievement of work objectives 
• Prepares correspondence for the supervisor’s signature, and may make informal translations into another official languages as required. Draft non-substantive correspondence based on first-hand knowledge of work schedule or events, rough notes, or verbal instructions, for supervisor’s approval.  
• Communicates sensitive information to senior level managers and coordinate responses to sensitive inquiries on behalf of the supervisor.   
• Follows up on the preparation by staff of reports, correspondence, briefing notes and other documents for the supervisor’s reference. Reviews these documents for appropriate format and style, in accordance with standard practices. 
• Selects and makes pertinent abstracts and undertake searches for information as directed. 
• Well-managed and effective office operations, systems and procedures that facilitate team work and the work of the office. 
• May supervise clerical and support staff, and coordinate the secretarial service of the office. Verifies that the work is done in accordance with corporate standards and within established deadlines; monitors work progress and cases of priority and concern to the supervisor. 
• Works closely with team colleagues and provides support in achievement of work priorities and objectives. 
• Establishes follow-up system of actions taken and reports to the supervisor. 
• Undertakes any other duties assigned by the supervisor. 

• Completion of secondary education, preferably supplemented by technical or university courses related to the work of the organization. 
• For this position, a bachelor’s degree from a recognized academic institution in a relevant field may replace three years of related work experience. A master’s degree may replace additional two years.
• Typing ability and writing skills. 
• Knowledge and skills in using standard office computer applications.  
• Knowledge of protocol within the United Nations and local Government is required. 
• At least five years of secretarial experience to high-profile managers, some of which should be at a senior secretarial level.
• Fluency in spanish and english is required.

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