Executive Assistant to the ADG

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Description

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Under the direct supervision of the Assistant Director General (ADG) and Head of Investment and Policy Solutions Division (IPSD). The Executive Assistant supports the ADG as well as the Division through the management and monitoring of information and documentation flow, organization of meetings, following-up on actions required and deadlines committed, maintenance of procedures and protocols, supporting communications between units/departments, among others. The Executive Assistant ensures full confidentiality in all aspects of the assignment associated with the ADG’s Office.

Engagement:

• Work closely with GGGI teams to ensure an efficient flow of information to and from ADG office on actions, instructions, agendas, schedules, and other Divisional priorities.
• Coordinate and act as a focal point for the ADG’s external guests and visitors.
• Serve as the IPSD divisional focal point for HR and partnership management platform (CRM).

Delivery :

• The general roles and responsibilities of the Executive Assistant include:
• Coordinate and organize IPSD Management Team meetings, IPSD all-staff meetings, and other Divisional meetings on needs basis.
• Manage Divisional missions, events, and leave calendars.
• Provide logistical and administrative support to the Communities of Practice.
• Create, organize, and manage complex schedules of the ADG balancing priorities, avoiding conflicts, and ensuring timeliness of responses.
• Centrally coordinate and prepare ADG’s mission, including a briefing package, flight and hotel arrangements, visas, expense reimbursements, and other assignments requested by the ADG.
• Oversee and manage ADG communication logs including approvals, memos, and letters and manage the electronic signature of the ADG.
• Present information requested by the ADG in easily readable MS Powerpoint slides, MS Excel, and/or MS Word.
• Manage the logistics of the hiring process for staff reporting directly to the ADG.
• Provide other administrative support to the ADG as required.

Requirements Qualifications:

• Experience: At least 3 to 4 years of relevant professional experience in executive support and oversight function.
• Education: Bachelor’s degree in business administration, public relations, international relations, or other relevant disciplines. Professional training in project management, secretarial, administrative and/or operational services is a plus.
• Languages: Full proficiency in written and spoken English and Korean is required.

Functional:

• Experience in providing administrative support with an understanding of the structure, organizational culture and practices of an international organization is a plus.
• Strong competence in the use of standard software programs: Excel, Word, PowerPoint, Outlook & SharePoint.
• Experience in a multi-cultural, international setting and ability to work independently and taking initiatives in response to the organization and team’s demand.
• Familiarity, first-hand experience with ERP and or Project Management modules is an asset.

Source: https://careers.gggi.org/vacancy/executive-assistant-to-the-adg-head-of-ipsd-561180.html

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