We are seeking a motivated and experienced Executive Assistant who thrives on good process and exceptional attention to detail. S/he should be a high-performing individual who is capable of ensuring an unfailingly accurate and consistent standard of work and high level of discretion to ensure the smooth functioning of the Chief of Staff’s Office. S/he will also work closely with the Personal Assistant to the Deputy Secretary-General, Personal Assistants to the Secretary-General and the other members of the Office of the Secretary-General.
Main responsibilities
- Support the Chief of Staff’s office with daily work and organisation of appointments, internal meetings, missions and other activities.
- Manage the flow of information to the Office and provide key information on a wide range of issues on external and internal developments, relating to both the substantive outputs as well as organisational matters. Flag priority and sensitive issues.
- Organise and support business travel preparations including: travel and hotel bookings, visa applications, processing expense claims and follow-up actions in close collaboration with the mission’s team and the advisor in charge.
- Handle senior level contacts with the offices of OECD Directors and Ambassadors, as well as with senior politicians and other high-level key stakeholders. Forge strong internal and external relationships and networks in order to facilitate these contacts.
- Provide the full range of administrative assistance including; organising folders, reservations, diary management, handling mail, drafting and sending routine correspondence and letters and printing documentation, filtering and responding to telephone calls and tracking requests and projects to ensure that deadlines are respected.
- Work closely with the Personal Assistant to the Deputy Chief of Staff, the Personal Assistants to the Secretary-General and the Office of the Secretary-General team to provide assistance and carry out other administrative tasks as required.