Executive Assistant

Under the guidance and direct supervision of the Assistant Director-General for Priority Africa and External Relations (ADG/PAX), the Executive Assistant is responsible for providing substantive and administrative support services to the ADG/PAX on the Félix Houphouët Boigny-UNESCO Peace Prize. The post involves direct contact with staff and managers at large, contacts with high-ranking officials, both within and outside the Organization.

The post requires the ability to set priorities and to organize work independently based on established guidelines and general direction from the ADG/PAX.

In particular, the Executive Assistant will:

• Organize the work of the ADG/PAX concerning the Félix Houphouët Boigny-UNESCO Peace Prize with respect to communications, meetings and workflows; provide substantive and administrative support and follow-up effectively and efficiently; facilitate interaction and information flow between ADG/PAX and different partners of the Prize; identify and bring sensitive and urgent matters to the attention of the ADG/PAX.
• Respond to requests formulated by various partners of the Prize management and scheduling with appropriate consultation as required; serve as first point of contact and liaison with senior officials; receive visitors (often high-ranking); place and screen telephone calls and answers enquiries; effectively prioritize and resolve related competing demands.
• Organize and facilitate the administrative work of the Prize including establishing and improving procedures and tracking systems for correspondence and documents; verify the compliance with corporate standards and within established deadlines; organize high-level meetings and finalize agenda, invitations, production and distribution of documentation of the Prize, note taking and preparation of minutes of meetings as well as follow-up on required actions.
• Research, compile and summarize background materials for use in the preparation of reports, briefings, speeches; draft responses to a diverse and wide range of correspondence and other communications related to the Prize; coordinate responses to sensitive/complex inquiries.

REQUIRED QUALIFICATIONS

Education

• Completed secondary, technical and/or vocational education.

Work Experience

• At least ten (10) years of relevant professional experience in administrative, secretarial or related tasks in an international environment.
• Experience working for a supervisor with senior management responsibility and/or high-level officials.

Skills & Competencies

• Excellent interpersonal skills and ability to establish and maintain positive working relationships, team-worker oriented.
• Excellent communication skills, both in writing and orally, in English and French.
• Excellent organizational and coordination skills.
• Ability to work effectively within tight deadlines, to deal with complex and sensitive situations and flexibility to adjust work schedules.
• Capacity to deal efficiently and tactfully with different partners/institutions and other stakeholders at all levels in a multicultural environment.
• Ability to set priorities and monitor own work plans.
• Sense of diplomacy, discretion and professional integrity.
• Excellent IT skills (Outlook, Word, Excel, PowerPoint, etc.).

Languages

• Excellent knowledge (oral and written) of either English or French and very good knowledge of the other language.

Source: https://careers.unesco.org/job/Paris-Executive-Assistant/791109502/