Executive Assistant

Date: Sep 24, 2022

Location: AT

Company: The OPEC Fund for International Development

Job Profile:

 

The Executive Assistant is responsible for providing secretarial/clerical services to the Office of the Director-General, performs auxiliary administrative duties relevant to the supervisor's responsibilities and coordinates overall Office activities, within overall policies or instructions.

 

Duties and Responsibilities

 

Correspondence

  • Receives, logs, reviews and distributes all incoming mail.
  • Provides background information and files concerning correspondence and ensures that urgent/important items are drawn to the (Office of the) Director-General’s attention.
  • Drafts correspondence in one or more languages, upon own initiative or on-the-job instructions received, for the signature of the Director-General.
  • 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 Director-General 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 the meeting and prepares draft records for the Director-General’s approval.
  • Manages the (Office of the) Director-General calendar and assists and advises the Office on a variety of administrative and logistical matters.

 

Coordination

  • Assists the (Office of the) Director-General 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) Director-General.
  • Ensures that the (Office of the) Director-General 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) Director-General.

 

Qualifications and Experience

 

  • A Bachelor’s degree in a relevant field.
  • A minimum of 10 years of professional experience in a relevant field. 
  • Preferably at least three years at a responsible level in a large organization, preferably international in nature.
  • Fluent in English and good German proficiency. French, Arabic, or Spanish is an added advantage.

 

Competencies

 

  • Extensive knowledge in the usage of office technologies, such as Microsoft Office applications (Word, Excel, PowerPoint, etc.), intra/internet as well as on-line database management.
  • Excellent verbal and written communication skills.
  • Ability to work independently with minimum supervision and guidance.
  • Good interpersonal, organizational and time management skills.