Main Responsibilities
Executive Assistance and Office Management
- Provide high-level executive and administrative support to the Director and Director’s Office, ensuring smooth daily operations.
- Manage and optimise the Director’s calendar: appointments, internal/external meetings, work commitments, social functions, and international engagements.
- Draft, proofread, format and finalise routine correspondence, official letters, memos and documents; process official documents via eCouncil/ONE and manage translations when required.
- Maintain an accessible electronic and physical filing system and ensure proper management of confidential material.
- Welcome and assist visitors, including high level officials, ensuring discretion and protocol are respected.
- Foster and maintain strong working relations with counterparts across the Organisation (e.g., SG/DSG offices), national delegations, governments, the private sector and international organisations.
Communication and Information Flow
- Screen, prioritise and manage emails for the Director: draft responses, redirect tasks, handle items not requiring the Director’s personal attention, and flag urgent issues.
- Prioritise, track and follow up on incoming requests, projects and correspondence—ensuring deadlines are met, including those from the Office of the Secretary General.
- Coordinate daily workflow in the Director’s Office and ensure effective information flow with internal divisions, delegations, and external partners.
- In the absence of the Director or Deputy Directors, assess and escalate issues requiring immediate attention and liaise with Advisors accordingly.
- Ensure that information is clearly and timely relayed to relevant staff and stakeholders.
- Maintain professional, courteous communication on behalf of the Director’s Office with internal and external interlocutors.
Missions and Events Coordination
- Organise and manage logistical and administrative aspects of meetings led by the Director’s Office: room bookings, catering, technical requirements, document formatting, invitations, and coordination with internal support units.
- Identify and assemble information for the Director prior to important meetings based on the information and programme.
- Organise missions for the Director and Director’s Office staff: flights, hotels, registrations, visas, Concur mission orders, expense claims and reimbursement follow-up.
- Prepare and assemble background documents, briefing files and relevant information for meetings and missions.
- Liaise with government officials, local authorities and co organisers to ensure protocol, security and logistical arrangements for meetings or missions abroad.
Other
- Work collaboratively and constructively with ENV assistants and across the organisation.
- Contribute to directorate wide initiatives to improve team spirit and well-being.
- Carry out other related tasks as required.