Senior Executive Assistant

Job Posting Organization:
The World Bank Group is a unique global partnership of five institutions established with the mission to create a world free of poverty on a livable planet. It is one of the largest sources of funding and knowledge for developing countries, helping to solve the world’s greatest development challenges. The organization operates with 189 member countries and has more than 120 offices worldwide, engaging with public and private sector partners to invest in groundbreaking projects and utilize data, research, and technology to bring about transformative change globally. For more information, visit www.worldbank.org.

Job Overview:
The Senior Executive Assistant position is crucial for providing comprehensive administrative and executive support to the Division Director and management teams across the World Bank's Country Management Unit for the Philippines, Malaysia, and Brunei. This role is pivotal in ensuring operational excellence and seamless coordination within a dynamic, multi-cultural environment. The position requires exceptional discretion, initiative, and adaptability to evolving business needs, along with strong organizational and leadership capabilities. The successful candidate will be responsible for managing complex calendars, travel arrangements, and competing priorities while exercising sound judgment and confidentiality in handling sensitive matters. The role also involves preparing high-level briefings, correspondence, presentations, and meeting records, ensuring they meet World Bank standards. The Senior Executive Assistant will serve as a key liaison with senior officials, government counterparts, development partners, and internal teams, ensuring effective coordination and information flow across various stakeholders.

Duties and Responsibilities:
The duties and responsibilities of the Senior Executive Assistant include providing high-level executive and administrative support to the Division Director for Brunei, Philippines, and Malaysia. This involves proactively managing complex calendars, travel, priorities, and competing demands. The assistant will exercise sound judgment, discretion, and confidentiality in handling sensitive matters and will independently respond to a broad range of inquiries, ensuring timely follow-through on management decisions. The role requires preparing and quality-assuring high-level briefings, correspondence, presentations, and meeting records in line with World Bank standards. Additionally, the Senior Executive Assistant will coordinate regional schedules, senior visits, missions, and key activities across country offices, maintaining integrated calendars and supporting regional planning. The position also entails leading the coordination of logistics and documentation for senior management visits, Annual and Spring Meetings, and other high-level engagements. The assistant will provide functional leadership to ACS staff in the Manila office, serving as a focal point for Bank-wide and regional ACS initiatives and information sharing. Furthermore, the role includes coordinating with Operations and Resource Management teams to support efficient office administration, workspace planning, and service delivery, contributing to a collaborative, client-focused front office environment and the smooth day-to-day functioning of the management office.

Required Qualifications:
The position requires a minimum of a Bachelor’s degree or at least 8 years of relevant experience, preferably in international development organizations or similar environments. Candidates should possess advanced proficiency in office technology and systems, demonstrating initiative in learning and supporting emerging tools. Strong organizational, coordination, monitoring, and implementation skills are essential, along with ownership and accountability for results. In-depth knowledge of administrative and policy guidelines is necessary, enabling the candidate to guide others in complex situations. The ability to anticipate and facilitate change, demonstrate continuous learning, and support others in change management is also crucial. The candidate should be capable of providing direction, mentorship, and learning opportunities to team members, actively participating in unit-wide leadership. A strong client orientation is required, with the ability to build strong partnerships with internal and external clients, demonstrating independence and initiative in addressing needs. The candidate must also possess strong analytical skills and resourcefulness to make informed decisions and advise on information usage and policy compliance.

Educational Background:
Candidates must have a Bachelor’s degree as a minimum educational requirement. A higher degree or specialized training in administration, international relations, or a related field may be advantageous but is not explicitly required. The emphasis is on relevant experience in lieu of advanced degrees, particularly in international development organizations or similar environments.

Experience:
The position requires at least 8 years of relevant experience, preferably in roles that involve administrative support, project management, or office coordination within international development organizations or similar settings. Experience in managing complex schedules, travel arrangements, and high-level executive support is essential. Candidates should demonstrate a proven track record of effectively handling sensitive matters with discretion and confidentiality, as well as experience in liaising with senior officials and managing stakeholder relationships.

Languages:
The mandatory languages for this position are English and Filipino. Proficiency in both languages is essential for effective communication within the organization and with external stakeholders. Additional language skills may be considered an asset but are not explicitly required for this role.

Additional Notes:
This position is a local recruitment opportunity with a term duration of 3 years. Preference will be given to local talent, meaning applicants who are authorized to work in the duty station for any employer. The World Bank Group offers comprehensive benefits, including a retirement plan, medical, life and disability insurance, and paid leave, including parental leave. The organization is committed to being an equal opportunity and inclusive employer, ensuring that there is no discrimination based on gender, gender identity, religion, race, ethnicity, sexual orientation, or disability. The work environment is dynamic and may require flexibility, including the willingness to work overtime on short notice to meet deadlines.