Senior Executive Assistant

Job Posting Organization:
The International Organization for Migration (IOM) is an intergovernmental organization established in 1951, dedicated to promoting humane and orderly migration for the benefit of all. With a mission to ensure that migration is safe, orderly, and dignified, IOM operates in over 100 countries and has a workforce of more than 17,000 employees. The organization works closely with governments, civil society, and other stakeholders to address the challenges and opportunities of migration, providing services and advice concerning migration to governments and migrants alike.

Job Overview:
The Senior Executive Assistant will play a crucial role in supporting the Regional Director (RD) of the IOM's Regional Office for Latin America and the Caribbean. This position involves managing a high volume of complex and often confidential correspondence and documentation, ensuring that all communications are accurate, prioritized, and timely. The Senior Executive Assistant will serve as the primary reference point for office operations, providing guidance on procedural, administrative, and substantive matters. The role requires coordination of travel arrangements for the RD, including itineraries, clearances, visas, and logistics, ensuring effective communication with relevant departments. Additionally, the Senior Executive Assistant will be responsible for preparing briefing notes and background documents for meetings and official travels, as well as organizing and coordinating internal and external meetings, tracking inter-agency meetings, and maintaining updated records of partner engagements.

Duties and Responsibilities:
The duties and responsibilities of the Senior Executive Assistant include managing the RD's calendar, appointments, and visits, ensuring effective coordination and information flow between the RD and internal/external stakeholders. The role also involves overseeing logistics and protocol arrangements for high-level meetings and events, providing policy advice on protocol matters, and coordinating mission visits, conferences, and trainings hosted in Panama. The Senior Executive Assistant will supervise office support staff, ensure efficient workflows, and promote improvements to administrative systems. Additional responsibilities include providing informal translations, ensuring confidentiality in handling sensitive information, and performing other duties as required.

Required Qualifications:
Candidates must possess a high school diploma with seven years of relevant experience or a Bachelor’s degree in international relations, Business Administration, Public Relations, or related fields from an accredited institution with five years of relevant experience. Courses on Etiquette and Protocol will be considered an asset. Proficiency in Microsoft Office applications is essential, along with attention to detail and the ability to organize paperwork methodically. Candidates should demonstrate discretion, client orientation, patience, and a willingness to learn new things. Prior work experience with international humanitarian organizations or government institutions in a multicultural setting is advantageous.

Educational Background:
The educational background required for this position includes a high school diploma with seven years of relevant experience or a Bachelor’s degree in a relevant field such as international relations, Business Administration, or Public Relations from an accredited institution. Accredited universities are those listed in the UNESCO World Higher Education Database. Additional courses on Etiquette and Protocol will be beneficial for candidates.

Experience:
The position requires at least five years of relevant professional experience. Candidates should be proficient in Microsoft Office applications and demonstrate a high level of attention to detail. Experience in organizing paperwork in a methodical way is essential, along with prior work experience in international humanitarian organizations or government institutions, particularly in a multicultural setting.

Languages:
Fluency in English and Spanish is required for this position, both oral and written. A working knowledge of French or Portuguese is considered advantageous. The proficiency of the required languages will be specifically evaluated during the selection process, which may include written and/or oral assessments.

Additional Notes:
This position is subject to local recruitment, and only candidates holding a valid residence and work permit for Panama will be eligible for consideration. The appointment will be contingent upon certification of medical fitness, verification of residency, visa, and necessary authorizations by the concerned government. IOM has a zero-tolerance policy regarding conduct incompatible with its aims and objectives, including sexual exploitation and abuse, sexual harassment, and discrimination. IOM does not charge any fees at any stage of the recruitment process and only accepts applications submitted through its online recruitment system.