Executive Assistant

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 

• Provides background information and files concerning correspondence and ensures that urgent/important items are drawn to the (Office of the) President’s attention. 
• Drafts correspondence in one or more languages, upon own initiative or on-the-job instructions received, for the signature of the President. 
• Checks outgoing mail for accuracy, conformity with overall policies or instructions, and use of the correct communication channels. 

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. 
• Manages the  President’s calendar and assists and advises the Office on a variety of administrative and logistical matters ensuring smooth daily operations. 

Coordination 

• Coordinates overall department activities involving the President with other assistants within other departments. 
• Coordinates logistical arrangements of workshops and trainings attended by the President. 
• Support compliance with internal policies and deadlines 
• Handling sensitive information with discretion. 

Document management 

• Designs and maintains accurate and effective physical and electronic filing system.
• Performs other duties as required by the (Office of the) President and/or Chief of Staff

Qualifications and Experience:

• A Bachelor’s degree in Business Administration, Public Administration or in relevant field 
• A minimum of 10 years relevant professional experience, of which 3 years should have been at a responsible level in a large organization, preferably international in nature   
• Fluent in English. Good working knowledge of Arabic, French or Spanish is an added advantage.

Competencies:

• Collaboration and Teamwork - Ability to effectively collaborate with colleagues, stakeholders (internal and external), and partners from diverse backgrounds, cultures, and perspectives to achieve shared goals.
• Effective Communication - Ability to articulate ideas and information clearly and persuasively across various channels and audiences, integrate communication best practices, and ensure messages are tailored, culturally sensitive, and impactful, promoting active listening and feedback mechanisms.
• Results-Orientation - Ability to effectively achieve results through proactive ownership, decisive action and strategic planning. ensuring goals are met within specified timeframes and in alignment with OPEC Fund’s strategic direction
• Learning Agility and Adaptability - Ability to swiftly learn, unlearn, and adapt to changing circumstances and emerging challenges, with a commitment to continual growth through embracing new ideas, technologies, updating functional expertise, and facilitating organizational resilience
• Stakeholder and Impact Focus - Ability to prioritize and address the needs and expectations of diverse stakeholders to achieve sustainable impact through stakeholder mapping, ensuring effective relationship management, transparent and timely communication, and aligning their contributions with OPEC Fund’s mission to deliver long-term, positive outcomes
• Accountability - Ability to take responsibility for one's actions, decisions, and their outcomes, demonstrating integrity and reliability, adhering to established internal controls, setting clear expectations, and maintaining a high standard of ethical behavior.