Executive Assistant
Vacancy Number: 1946
Department/Unit: Office of the President
Deadline of Applications: May 1, 2024
Required Languages: English
Contract Type: Temporary Contract (364 days)
Job Category: Administrative
Grade Level: D
Recruitment Status: Local (Note: This post is subject to local recruitment. Applicants shall be considered eligible if they are residing in the EU.)
Job Profile
The Executive Assistant is responsible for providing secretarial/clerical services to the Office of the President, performs auxiliary administrative duties relevant to the supervisor's responsibilities and coordinates overall Office activities, within overall policies or instructions.
Duties and Responsibilities
Correspondence
Business meetings/ events arrangement
Receives officials and other visitors to the Office of the President and arranges meetings, notifies participants of place, date, time, and subject.Makes arrangements for duty travel, prepares travel authorizations, ensures that visas, vaccination certificates, etc., are in order and completes the required forms.Takes minutes of meeting and prepares draft records for the Presidentโs approval.Manages the (Office of the) President calendar and assists and advises the Office on a variety of administrative and logistical matters.Coordination
Assists the (Office of the) President with the coordination of submissions in relation to budget and work programs.Adheres to deadlines and coordinates correspondence, reporting and submissions to Ministerial Council, Governing Board and committees chaired by the (Office of the) President.Ensures that the (Office of the) President has all the relevant files needed for the Ministerial Council and Governing Board Meetings, as well as other high-level meetings, when necessary. Coordinates overall department activities with other assistants within other departments.Coordinates logistical arrangements of workshops and trainings.Document management
Designs and maintains accurate and effective physical and electronic filing system.Performs other duties as required by the (Office of the) President.
Qualifications and Experience
Bachelorโs degree in Business Administration or a related field. A minimum of ten (10) years relevant professional experience, preferably at least three (3) years at a responsible level in an international environment and/or international financial institution.Fluent in English. Good working knowledge of Arabic, French or Spanish is an added advantage.Competencies
Effective Planning and Follow Up - The ability to set clear goals and priorities; skillfully organize tasks for efficiency; consistently follow through on commitments and plans. Ability to Work Under Pressure - The capacity to remain composed, focused and productive when facing tight deadlines, high-stakes situations and demanding workloads.Collaboration and Teamwork - The ability to effectively work with colleagues, stakeholders and partners to achieve shared goals.Communication - The ability to relay ideas, information and messages effectively and succinctly to a variety of audiences.Customer Centricity - The ability to focus on comprehending and addressing customer needs; consistently deliver exceptional service and foster strong, lasting customer relationships.