Executive Assistant
1 month ago
Job Description
Description
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The Executive Assistant will perform full administrative and operational services of a responsible and confidential nature for the Head of the Department . Coordinates inter-departmental and inter-management offices administrative activities. The incumbent will report to the Director General, CWRD and Senior National Staff.Responsibilities:
Mail/Written Communications/Follow-up:
Ensures that all correspondence and documents for supervisors are correctly 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/faxes are delivered on time.Monitors progress/status of confidential matters/documents requiring immediate action/attention to ensure timely completion of required action.Verbal Communications/Internal and External Contacts:
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 that they are attended to and/or referred in a timely manner to the concerned staff/appropriate party.Calendar/Travel:
Effectively manages the supervisor's schedule and ensures that appropriate arrangements are made for meetings, travel, accommodation, and events in accordance with ADB procedures.Handles mission preparation and coordinates with relevant teams for logistical arrangements such as travel itineraries, visa processing, ground transportation, and accommodation, including handling special or bespoke requests.Trains other assistants on best practices for smooth mission planning and effective handling of travel-related challenges.Coordination/Supervision:
Ensures that the supervisor's instructions are passed on to all concerned staff for proper action and may monitor the status of replies.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.
Office Administration:
Ensures that the office filing systems and records are well organized, properly maintained and updated in accordance with an existing framework.Monitors staff mission as required. Performs standard activities, such as maintaining adequate stocks of office supplies and equipment maintenance, as required.Lead and Mentorship:
Assumes leadership role among the team of assistants, acting as mentor and resource for other assistants.Organizes knowledge-sharing sessions to share information about ADB policies and best practices related to executive support.Others:
Acts as back-up to other Assistants, as required.Performs any other duties as may be required and reflected in the incumbent's workplan.Qualifications:
Relevant Experience & Requirements:
Bachelor's degree in business management, communications, social sciences, or relevant disciplinesAt least 5years relevant professional experience.Sound knowledge of Microsoft Office 365 suite and common word-processing, spreadsheets and graphics software used within ADB.Familiarity in videoconferencing tools (MS Teams, Zoom, Webex)Able to work collaboratively with teams as a constructive team member.Strong coordination, interpersonal and diplomatic skills.Able to relate with offices of the board, the senior management, other high-level visitors with diplomacy and exhibits strong knowledge protocol.Thorough understanding of ADB organization and in-depth knowledge of ADB's diverse procedures related to administrative work and operations, including understanding of interactions between different ADB work areas and relevant workflows.Proven ability to work independently.Excellent command of written and spoken English.Good sense of judgement and keen on details.Please refer to the link for ADB Competency Framework for Executive Assistant, AS6.Source:
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