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- Aufgaben: Support the Vice President with administrative tasks and coordinate inter-departmental activities.
- Arbeitgeber: Join the Asian Development Bank, a leading international development finance institution in Manila.
- Mitarbeitervorteile: Enjoy competitive pay, a comprehensive benefits package, and opportunities for renewal after 3 years.
- Warum dieser Job: Be part of a mission-driven organization focused on eradicating poverty and promoting sustainability.
- Gewünschte Qualifikationen: Bachelor's degree and 5 years of relevant experience required; proficiency in MS Office is a must.
- Andere Informationen: Women and diverse candidates are strongly encouraged to apply.
Das voraussichtliche Gehalt liegt zwischen 36000 - 60000 € pro Jahr.
The Executive Assistant will perform (i) full administrative services of a responsible and confidential nature for the Vice President (East and Southeast Asia and the Pacific) and (ii) coordinate inter-departmental administrative activities in East and Southeast Asia and the Pacific. The Executive Assistant will report to the Vice President (East and Southeast Asia and the Pacific).
Responsibilities
- Coordination, Communication, and Correspondence: Coordinates with departments and offices in ADB and informs the Vice President. Compiles briefing/progress reports for the Vice President. Logs all incoming and outgoing communication. Monitors progress/status of confidential matters/documents requiring immediate action/attention to ensure timely completion of required action. Responds on behalf of the Vice President to straightforward/routine messages and drafts replies for the supervisor's review. Drafts messages according to ADB's Handbook of Style and Usage. Conducts preliminary review and ensures that all documents for the Vice President are accurate and prepared in compliance with ADB's Handbook of Style and Usage. Provides efficient reception services by screening incoming telephone calls, taking accurate messages, dealing with queries from callers and visitors, and establishing the nature and priority of requirements of unexpected visitors, to ensure that they are attended to and referred promptly to the concerned staff/appropriate party.
- Calendar/Logistics/Travel: Manages the Vice President's calendar and ensures efficient scheduling across offices and global time zones. Scheduling includes prioritization and resolving conflicts of competing demands. Responds to internal meeting requests promptly. Consolidates information and prepares materials or ensures the Vice President has received the relevant documents for the meeting/briefing/mission. Coordinates travel arrangements including arranging mission schedules, obtaining visas, scheduling flights, booking hotel accommodations, preparing travel documents, and drafting itineraries. Processes Mission Authorization Requests, Travel Requests and Authorization (TRA), and Request for Reimbursement-Business Travel (RRBT) in Concur.
- Office Administration: Ensures the smooth flow of the administrative and logistical operations and requirements of the Vice President's office. Maintains a complete and organized e-filing system in SharePoint. Monitors document workflow and follows up. Monitors leaves, attendance, overtime use, and staff mission. Maintains an organized office setup.
- Others: Performs any other tasks as may be required and reflected in the EA's work plan.
Qualifications Relevant Experience & Requirements
- Bachelor's degree
- At least 5 years of relevant professional experience
- Proficient in MS Office Suite (Outlook, Word, Excel, and PowerPoint, SharePoint)
- Familiarity with the use of a document tracking system (Management Approval System and Document Workflow System)
- Familiarity with Concur.
- Familiarity with videoconferencing tools (MS Teams, Zoom, Webex)
- Ability to work with individuals from different cultural/national backgrounds.
- Familiarity with operational and administrative procedures and full understanding of the interactions between the organization's different work areas and workflows
- Excellent administrative skills
- Excellent written and verbal communication skills in English
General Considerations
The selected candidate, if new to ADB, is appointed for an initial term of 3 years. ADB offers competitive remuneration and a comprehensive benefits package. Actual appointment salary will be based on ADB's standards and computation, taking into account the selected individual's qualifications and experience. ADB seeks to ensure that everyone is treated with respect and given equal opportunities to work in an inclusive environment. ADB encourages all qualified candidates to apply regardless of their racial, ethnic, religious and cultural background, gender, sexual orientation or disabilities. Women are highly encouraged to apply. Please note that the actual level and salary will be based on qualifications of the selected candidate.
Executive Assistant Arbeitgeber: Asian Development Bank (adb)
Kontaktperson:
Asian Development Bank (adb) HR Team
StudySmarter Bewerbungstipps 🤫
So bekommst du den Job: Executive Assistant
✨Tip Number 1
Familiarize yourself with the Asian Development Bank's mission and values. Understanding their commitment to sustainable development and poverty eradication will help you align your responses during interviews and demonstrate your genuine interest in the organization.
✨Tip Number 2
Highlight your experience in managing complex calendars and travel arrangements, especially across different time zones. Be prepared to discuss specific examples of how you've successfully navigated scheduling conflicts and ensured smooth logistics in previous roles.
✨Tip Number 3
Showcase your proficiency in MS Office Suite and any document tracking systems you've used. Consider preparing a brief demonstration or example of how you've utilized these tools to enhance efficiency in your past positions.
✨Tip Number 4
Emphasize your ability to work in diverse teams and communicate effectively with individuals from various cultural backgrounds. Share experiences that illustrate your adaptability and interpersonal skills, as these are crucial for the role.
Diese Fähigkeiten machen dich zur top Bewerber*in für die Stelle: Executive Assistant
Tipps für deine Bewerbung 🫡
Understand the Role: Make sure to thoroughly read the job description for the Executive Assistant position. Understand the key responsibilities and qualifications required, as this will help you tailor your application effectively.
Highlight Relevant Experience: In your CV and cover letter, emphasize your relevant professional experience, especially any administrative roles you've held. Be specific about your achievements and how they relate to the responsibilities outlined in the job description.
Showcase Communication Skills: Since excellent written and verbal communication skills are crucial for this role, provide examples in your application that demonstrate your proficiency in these areas. Consider including a brief writing sample if appropriate.
Tailor Your Application: Customize your cover letter to reflect your understanding of ADB's mission and values. Mention why you are interested in working for ADB and how your skills align with their goals, particularly in relation to the Asia and Pacific region.
Wie du dich auf ein Vorstellungsgespräch bei Asian Development Bank (adb) vorbereitest
✨Understand the Role
Make sure you have a clear understanding of the responsibilities of an Executive Assistant at ADB. Familiarize yourself with the specific tasks mentioned in the job description, such as managing calendars, coordinating travel, and handling correspondence.
✨Showcase Your Communication Skills
Since excellent written and verbal communication skills are crucial for this role, prepare to demonstrate your ability to communicate effectively. You might be asked to draft a response or summarize information during the interview.
✨Highlight Your Organizational Abilities
Be ready to discuss your experience with managing multiple tasks and priorities. Provide examples of how you've successfully organized schedules, handled logistics, or maintained an efficient office environment in previous roles.
✨Cultural Sensitivity and Teamwork
ADB values diversity and collaboration. Prepare to share experiences where you've worked with individuals from different cultural backgrounds and how you navigated those interactions to achieve common goals.
