Executive Assistant / , Manila

Executive Assistant

Job Vacancy | Thursday, April 25, 2024

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• Reference Number 240309 Position Level AS 6 Department Office of the Vice-President (Sectors and Themes) Division Office of the Vice-President (Sectors and Themes) Location Asian Development Bank Headquarters Date Posted Thursday, April 25, 2024 Closing Date Friday, May 10, 2024 11:59 p.m. (2359 Manila Time, 0800 GMT)

  Join Our Mission to Foster Prosperity in Asia Are you ready to make a lasting impact on the future of Asia and be a catalyst for positive change? We are thrilled to offer a unique opportunity to become an important part of the prestigious Asian Development Bank (ADB). At ADB, our mission is simple yet powerful: to alleviate poverty and promote sustainable development in the Asia-Pacific region.

  Organizational Setting and Reporting Relationship The position is assigned in the Office of the Vice-President (Sectors and Themes). You will be based at our Headquarters in Manila, Philippines. You will report to the Vice-President (Sectors and Themes).

  Your Role As an Executive Assistant, you will perform (i) full administrative services of a responsible and confidential nature for the Vice-President (Sectors and Themes) and (ii) coordinate inter-departmental administrative activities.

  You will:

  Coordination, Communication, and Correspondence

  • Coordinate with departments and offices in ADB and inform the Vice President.
  • Compile briefing/progress reports for the Vice President.
  • Log all incoming and outgoing communication.
  • Monitor progress/status of confidential matters/documents requiring immediate action/attention to ensure timely completion of required action.
  • Respond on behalf of the Vice President to straightforward/routine messages and drafts replies for the supervisor’s review.
  • Draft messages according to ADB’s Handbook of Style and Usage.
  • Conduct preliminary review and ensure that all documents for the Vice President are accurate and prepared in compliance with ADB’s Handbook of Style and Usage.
  • Provide 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

  • Manage the Vice President’s calendar and ensure efficient scheduling across offices and global time zones. Scheduling includes prioritization and resolving conflicts of competing demands. Responds to internal meeting requests promptly.
  • Consolidate information and prepare materials or ensure that the Vice President has received the relevant documents for the meeting/briefing/mission.
  • Coordinate travel arrangements including arranging mission schedules, obtaining visas, scheduling flights, booking hotel accommodations, preparing travel documents, and drafting itineraries.
  • Process Mission Authorization Requests. Travel Requests and Authorization (TRA), and Request for Reimbursement-Business Travel (RRBT) in Concur.

  Office Administration

  • Ensure the smooth flow of the administrative and logistical operations and requirements of the Vice President’s office.
  • Maintain a complete and organized e-filing system in SharePoint.
  • Monitor document workflow and follow up.
  • Monitor leaves, attendance, overtime use, and staff mission.
  • Maintain an organized office setup.

  Others

  • Perform any other tasks as may be required and reflected in the EA’s work plan.

  Qualifications

  You will need:

  • 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
  • Please refer to the link for ADB Competency Framework for Administrative Staff Level 6

  Benefits ADB offers competitive compensation and a comprehensive benefits package. The salary will be based on ADB’s standards and comparator markets, taking into account your qualifications and experience.

  · Paid leave (including parental)

  · Medical and health benefits

  · Life and other insurance plans

  · Staff development

  · Retirement plan

  Additional Information

  This is a fixed term appointment with option to renew for an initial period of three (3) years following Section 3.1 (b) of Administrative Order No. 2.01 (“Recruitment and Appointment’). This appointment is not convertible to a regular appointment. At the end of the initial period, this appointment may be renewed for a period of up to three years, or not renewed. This appointment is open to internal and external applicants.

  About Us

  Asian Development Bank (ADB) is an international development finance institution headquartered in Manila, Philippines and is composed of 68 members, 49 of which are from the Asia and Pacific region. ADB is committed to achieving a prosperous, inclusive, resilient, and sustainable Asia and the Pacific, while sustaining its efforts to eradicate extreme poverty. ADB combines finance, knowledge, and partnerships to fulfill its expanded vision under its Strategy 2030. ADB only hires nationals of its 68 members. To view ADB Organizational Chart, please click here. 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.

  Visit ADB Careers FAQ for more information.

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