Executive Assistant

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Description

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The Executive Assistant will perform full administrative support for the Head of Department. The incumbent will coordinate inter-departmental administrative activities.

The incumbent will report to the Head of Department, designated International Staff and/or senior National Staff.

Responsibilities:

• Ensures that all correspondence and documents for supervisors are correctly typed and prepared in compliance with ADB’s standards.
• Responds on behalf of the supervisor to straightforward/routine correspondence and drafts replies on more complex issues in accordance with guidelines.
• Ensures that all incoming mail is properly recorded, distributed, and brought to the attention of concerned staff, and that outgoing mails are delivered on time.
• Monitors progress/status of confidential matters/documents requiring immediate action/attention to ensure timely completion of required action.
• Provides efficient reception services by screening incoming telephone calls, taking accurate messages, dealing with queries from callers and visitors, establishing nature and priority of requirements of unexpected visitors, to ensure they are attended to and/or referred in a timely manner to the concerned staff/appropriate party.
• Effectively manages the supervisor’s schedule and ensures that appropriate arrangements are made for meeting, travel, accommodation, and events in accordance with ADB procedures. Handles mission preparation and coordinates with relevant teams for logistical arrangements such as flight bookings, visa application, transportation, including special handling requests.
• Liaises with ADB staff inside and outside the work area, executing agencies and donor countries as required.
• Provides assistance as to the application/interpretation of work area procedures, guidelines and formats to junior administrative staff.
• Ensures that the office filing systems and records are properly maintained and updated in accordance with an existing framework.
• Compiles and prepares briefing/progress reports for supervisor as requested.
• Acts as back-up to other Assistants, as required.
• Performs other tasks as assigned and reflected in the incumbent’s work plan.

Qualifications:
Relevant Experience & Requirements:

• Bachelor’s degree in a relevant discipline
• At least 5 years of relevant professional experience.
• Strong coordination, interpersonal, and diplomatic skills.
• Ability to work with individuals from different cultural/national backgrounds.
• Ability to liaise and work effectively with staff within own work location and throughout ADB.
• Ability to work collaboratively with teams as a constructive team member.
• Excellent command of written and spoken English.
• Ability to quickly understand ADB policies, guidelines and procedures.
• Proficient in spreadsheets and required information technologies.
• Ability to provide guidance to other AS staff on assigned area of work.
• Please refer to the link for ADB Competency Framework for Administrative Staff level 6.

Source:  https://www.adb.org/careers/230692

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