Senior Management Administrative 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 them from the Asia-Pacific region. ADB's mission is to alleviate poverty and promote sustainable development across Asia. The organization employs a diverse workforce and operates in multiple countries, focusing on inclusive, resilient, and sustainable growth. ADB collaborates with its members and partners to address complex challenges, utilizing innovative financial tools and strategic partnerships to transform lives and build quality infrastructure. ADB is committed to creating an inclusive environment where all employees are treated with respect and given equal opportunities, encouraging applications from candidates of diverse backgrounds, including women and individuals with disabilities.

Job Overview:
The Senior Management Administrative Assistant position is situated within the Office of the Vice President for Market Solutions (VPMS) at ADB's headquarters in Manila. This role is crucial for ensuring the smooth operations of the office, where the assistant will be responsible for a variety of administrative tasks that support the Vice President and the department's objectives. The assistant will independently plan and coordinate schedules, manage incoming communications, and ensure that all documents are processed according to ADB's standards. This position requires a proactive approach to managing the workflow and deadlines, as well as the ability to summarize submissions and coordinate meetings and presentations across various departments. The role also involves conducting research and gathering background information relevant to the department's work, making it essential for the assistant to have a good understanding of the organization's functions and the ability to work collaboratively with diverse teams.

Duties and Responsibilities:
The Senior Management Administrative Assistant will have a comprehensive set of responsibilities, including but not limited to: planning and coordinating schedules for the Vice President, screening incoming calls, taking messages, and managing the supervisor's calendar. The assistant will arrange business travel, prepare documents in compliance with ADB standards, and log correspondence accurately. Additionally, the assistant will ensure that all project documents are processed in a timely manner, monitor processing timelines, and support the summarization of departmental submissions. Coordination of meetings, presentations, workshops, and special task forces will also be part of the role, ensuring that all relevant divisions are represented. The assistant will maintain proper filing systems for project documents and communications, assist in literature research, and serve as a backup for the Executive Assistant when necessary. Other duties may be assigned as required by supervisors, emphasizing the need for flexibility and adaptability in this role.

Required Qualifications:
Candidates for the Senior Management Administrative Assistant position must possess a Bachelor's degree and have at least 5 years of relevant work experience. Excellent written and verbal communication skills in English are mandatory, as the role requires effective interaction with various stakeholders. Proficiency in office suite software, particularly MS Excel, Word, and PowerPoint, is essential, along with a thorough understanding of the procedures and standards relevant to the role. Candidates should demonstrate strong organizational skills, the ability to work collaboratively in teams, and the capacity to handle confidential matters with discretion. A good understanding of the interactions between different work areas and workflows is also important, as is the ability to work with individuals from diverse cultural backgrounds.

Educational Background:
The educational requirement for this position is a Bachelor's degree. This foundational education is essential for understanding the complexities of the administrative tasks and responsibilities associated with supporting the Vice President and the department's operations. A degree in a relevant field may enhance a candidate's suitability for the role, although the specific field of study is not explicitly stated in the job description.

Experience:
The position requires a minimum of 5 years of relevant work experience. This experience should ideally include administrative support roles within a corporate or multilateral organization, where the candidate has developed skills in managing schedules, coordinating meetings, and handling communications effectively. Experience in a multicultural environment is advantageous, as the role involves liaising with individuals from various backgrounds and cultures.

Languages:
Proficiency in English is mandatory for this position, as it is the primary language of communication within ADB. Excellent written and verbal communication skills are required to effectively perform the duties of the role. While not explicitly stated, knowledge of additional languages may be considered an asset, particularly if they are relevant to ADB's member countries or operational regions.

Additional Notes:
This position 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. After the initial term, ADB may choose to renew the appointment for an additional 3 years based on various factors, including the staff member's performance and the organization's needs. This role is not convertible to a regular appointment, and ADB offers a competitive salary and comprehensive benefits package, including retirement plans, medical and health benefits, paid leave, and staff development opportunities. The organization encourages applications from both internal and external candidates, emphasizing its commitment to diversity and inclusion.