Senior Board Assistant/Executive Board Assistant

Job Posting Organization:
The Asian Development Bank (ADB) is a leading multilateral development bank that was established in 196

• It is headquartered in Manila, Philippines, and is owned by 69 members, with 50 of those members coming from the Asia-Pacific region. ADB's mission is to alleviate poverty and promote sustainable development across Asia. The organization works collaboratively with its members and partners to address complex challenges, leveraging innovative financial tools and strategic partnerships to transform lives, build quality infrastructure, and safeguard the planet. ADB is committed to fostering an inclusive environment where everyone is treated with respect and given equal opportunities, encouraging candidates from diverse backgrounds to apply.

Job Overview:
The Senior Board Assistant/Executive Board Assistant position is integral to the Board of Directors (BOD) Staff Services (BSS) at ADB. This role involves providing comprehensive administrative support to the members of the Board of Directors, ensuring efficient daily office administration, and facilitating both internal and external communications. The successful candidate will be responsible for managing communications with dignitaries and stakeholders, coordinating logistics for meetings and travel, and maintaining office administration standards. This position requires a proactive approach to problem-solving and the ability to work independently while accommodating the varying time zones of constituency member countries. The role is pivotal in ensuring that the Board operates smoothly and effectively, contributing to ADB's mission of fostering prosperity in Asia.

Duties and Responsibilities:
The duties and responsibilities of the Senior Board Assistant/Executive Board Assistant include:

• Communications: Provide efficient reception services and resolve queries for visitors from agencies and constituency member countries. Respond to memos and correspondence on behalf of the Executive/Alternate Director and draft replies for less complex issues. Liaise with authorities in member countries and ensure timely preparation and transmission of ADB documents.
• Calendar/Logistics/Travel: Coordinate visits and provide assistance to dignitaries and guests, manage the schedule of the Alternate Executive Director, and arrange meetings, travel, accommodation, and events.
• Coordination: Ensure instructions from the Alternate Executive Director are communicated to appropriate ADB staff, monitor the status of replies, support the coordination of the Constituency Office's Annual Report, and assist in preparing special reports.
• Office Administration: Provide backup for other assistants, handle classified information according to ADB security" style="border-bottom: 1px dotted #007bff !important;">security arrangements, and maintain office filing systems and records.
• Others: Perform any additional duties as required and reflected in the workplan.

Required Qualifications:
Candidates must possess a Bachelor's degree and have at least 5 years of relevant professional experience as an executive assistant supporting senior executives. The ideal candidate should demonstrate the ability to work independently and flexibly to accommodate time-zone differences, possess exemplary administrative, planning, coordination, and time management skills, and have excellent written and verbal communication skills in English. Attention to detail is crucial, along with a thorough understanding of ADB's procedures and operations. Strong interpersonal and diplomatic skills are necessary for effective interaction with dignitaries and stakeholders, and the ability to work collaboratively within teams is essential. Familiarity with commonly used computer systems and applications, including GenAI technology and publishing software tools, is also required.

Educational Background:
A Bachelor's degree is mandatory for this position. The degree should ideally be in a field relevant to administrative support or business management, providing a solid foundation for the responsibilities associated with the role.

Experience:
The position requires a minimum of 5 years of relevant professional experience as an executive assistant, specifically in roles that involve supporting senior executives. This experience should demonstrate the candidate's capability to manage complex administrative tasks and coordinate effectively with various stakeholders.

Languages:
Proficiency in English is mandatory, with excellent written and verbal communication skills required. Additional language skills may be considered an asset, particularly those relevant to the constituency member countries.

Additional Notes:
This is a fixed-term appointment with the option to renew, initially for a period of up to 3 years or until the Normal Retirement Date (NRD), whichever comes first. The appointment may be renewed based on the organizational needs and the performance of the staff member. The position is based at ADB Headquarters in Manila, Philippines, and is open to both internal and external applicants. ADB offers a competitive salary and a comprehensive benefits package, including retirement plans, medical and health benefits, paid leave, and staff development opportunities. Women are highly encouraged to apply.