Executive Assistant

Job Posting Organization:
The Asian Development Bank (ADB) is an international development finance institution that was established to foster economic growth and cooperation in the Asia-Pacific region. Headquartered in Manila, Philippines, ADB has been operational since 1966 and currently comprises 69 member countries, with 50 of these members located in the Asia and Pacific region. ADB's mission is to alleviate poverty and promote sustainable development, and it aims to achieve a prosperous, inclusive, resilient, and sustainable Asia and the Pacific. The organization combines finance, knowledge, and partnerships to fulfill its expanded vision under Strategy 2030, which emphasizes the eradication of extreme poverty and the promotion of inclusive economic growth. ADB is committed to creating an inclusive work environment that respects diversity and encourages equal opportunities for all employees, regardless of their background.

Job Overview:
The Executive Assistant position is a vital role within the Office of the General Counsel (OGC) at the Asian Development Bank. This position is designed for individuals who are ready to provide high-level administrative and confidential support to the General Counsel. The Executive Assistant will coordinate activities across various departments and liaise with the Office of the President and the Board of Directors. The role encompasses a wide range of responsibilities, including managing correspondence, organizing schedules, and overseeing office administration. The Executive Assistant will also play a key role in ensuring effective communication and coordination within the office, thereby contributing to the overall efficiency and effectiveness of the OGC. This position requires a proactive approach to problem-solving and the ability to work independently while also collaborating with diverse teams.

Duties and Responsibilities:
The duties and responsibilities of the Executive Assistant include, but are not limited to:

• Mail and Written Communication: Prepare, review, and process correspondence in accordance with ADB standards. Draft responses to both routine and complex inquiries, ensuring clarity and professionalism. Record, distribute, and track incoming and outgoing mail and confidential documents to ensure timely action.
• Oral Communication and Client Interaction: Manage reception services, which includes screening calls, handling inquiries, and coordinating with visitors. Assess and prioritize requests, ensuring prompt referral to the appropriate staff members.
• Calendar and Travel Management: Organize schedules, meetings, and events for the General Counsel. Prepare travel arrangements and mission authorization requests, ensuring all logistics are handled efficiently.
• Coordination and Supervision: Communicate the supervisor's instructions clearly and monitor follow-up actions. Coordinate with internal staff, executing agencies, and donors to ensure smooth operations. Provide guidance to junior staff on procedures, guidelines, and formats.
• Office Administration: Maintain and update electronic (SharePoint) and physical filing systems to ensure easy access to important documents.
• Reporting and Data Analysis: Compile and prepare reports and briefing notes, tracking the progress of work programs and deliverables to ensure accountability and transparency.

Required Qualifications:
To qualify for the Executive Assistant position, candidates must possess a Bachelor's degree, preferably in business administration, commerce, management, accounting, or a related discipline. Additionally, candidates should have at least 5 years of relevant work experience in administrative support or a similar role. Excellent written and verbal communication skills in English are essential, as is the ability to work independently and collaboratively with individuals from diverse cultural and national backgrounds. Proficiency in MS Office 365 (including Outlook, Word, Excel, PowerPoint, and SharePoint) is required, along with familiarity with standard corporate videoconferencing tools such as MS Teams and Zoom.

Educational Background:
Candidates must have a Bachelor's degree in a relevant field such as business administration, commerce, management, or accounting. This educational background is essential to ensure that the candidate possesses the necessary knowledge and skills to perform the duties of the Executive Assistant effectively.

Experience:
Candidates should have a minimum of 5 years of work experience in administrative support or a related field. This level of experience is crucial for understanding the complexities of the role and for effectively managing the various responsibilities associated with supporting the General Counsel and the Office of the General Counsel.

Languages:
The mandatory language for this position is English, with excellent written and verbal communication skills required. While not mandatory, proficiency in additional languages may be considered an asset, particularly if they are relevant to the Asia-Pacific region or the member countries of ADB.

Additional Notes:
This appointment is a fixed-term position with the option to renew, initially for a period of up to 3 years or until the Normal Retirement Date (NRD), whichever comes first. After the initial fixed-term period, ADB may choose to renew the appointment for an additional 3 years based on various factors, including the staff member's performance, suitability for employment, and the organization's needs. It is important to note that this appointment is not convertible to a regular appointment. ADB offers a competitive salary and a comprehensive benefits package, including a retirement plan, medical and health benefits, paid leave (including parental leave), life and other insurance plans, and opportunities for staff development.