Senior Executive Assistant

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Description

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• Assist the Department Head in all administrative tasks: screen and distribute incoming documents, correspondence, and e-mails, prepare responses and/or ensure appropriate follow -up,
• Distribute and circulate information within the Department in order to assist the Department Head in the performance of his duties and keep Departmental staff informed.
• Be responsible for scheduling of meetings and appointments on behalf of the Department Head. Monitor follow-up of management decisions. Interface with internal and external contacts.
• Draft/finalize correspondence, meeting notes and other communications.
• Prepare documents requiring Director’s approval and/or signature; monitor that deadlines are met and internal procedures are followed, liaise with other internal services and MC members.
• Review for quality of presentation reports, correspondence and communications coming from the Department.
• Coordinate with the secretariat teams of the Department and contribute to maintaining a good team spirit within these teams.
• Provide guidance to Department staff on administrative/operational procedures; identify improvements and developments of existing methods and processes; organize and update the Director’s filing system both electronic and paper.
• Follow up on approval processes for the Department and extract from Serapis reports on delivery on business objectives and others.
• Contribute to the preparation of the Department’s budget and to its follow -up in coordination with the Budget Officer.

• Secondary level diploma, complemented with a 2-year certification in a relevant field (e.g. secretarial studies, business administration etc.) or secondary level diploma with equally qualified experience in a relevant field.
• Minimum 5 years of relevant professional experience.
• Excellent knowledge of standard computer tools (Word, Excel, Powerpoint).
• Excellent knowledge of written and spoken English and a good command of French. Knowledge of other EU languages would be an advantage.

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