Executive Assistant

Job Posting Organization:
The Organization for security" style="border-bottom: 1px dotted #007bff !important;">Security and Co-operation in Europe (OSCE) is a prominent international organization that focuses on a comprehensive approach to security, addressing a wide range of issues including arms control, human rights, and economic and environmental activities. Established in 1975, the OSCE comprises 57 participating States, all of which enjoy equal status and make decisions by consensus. The OSCE Secretariat, located in Vienna, provides operational and administrative support to various field operations and institutions, with the Department of Human Resources responsible for managing HR programs across the organization.

Job Overview:
The Executive Assistant plays a crucial role in providing and coordinating executive and administrative support for the Director for Human Resources and their immediate office. This position ensures the smooth functioning of office workflows and information management. The Executive Assistant acts as the administrative focal point for the Direction and Management unit within the Department of Human Resources, handling a significant volume of time-sensitive and confidential requests. The role requires maintaining and updating office records, managing the Director's calendar, and coordinating various communications and presentations. The Executive Assistant operates with a moderate degree of autonomy, proposing methods for administrative implementation and facilitating process delivery, which directly impacts the efficiency of the Department for Human Resources. Errors in task administration can lead to delays and affect the OSCE's reputation, making this role vital to the organization's success.

Duties and Responsibilities:
The Executive Assistant's duties include drafting correspondence for the Direction and Management unit, screening and recording incoming mail, maintaining the Director's calendar, and coordinating travel arrangements. They will support the administration of the DM Unit, assist in compiling information for strategic reports, and draft minutes and correspondence. The role also involves organizing meetings and events, maintaining communication resources, and resolving inquiries with discretion. The Executive Assistant will act as the administration focal point for the Department and liaise with the Ministry of Foreign Affairs in Austria regarding staff-related matters. Additional responsibilities include supporting the organization of HR Community webinars and social events, ensuring compliance with protocol, and performing other duties as assigned.

Required Qualifications:
Candidates must have completed secondary education and specialized training in office administration or human resource management. A minimum of five years of experience in office support, protocol, or HR administration is required, with a university degree potentially substituting for up to two years of experience. A thorough understanding of office procedures within an international organization or multicultural environment is essential. Candidates should possess strong organizational skills, attention to detail, problem-solving abilities, and excellent communication skills in English. Proficiency in Microsoft Office and experience with ERP software are also necessary.

Educational Background:
The position requires a high school diploma or equivalent, with specialized training in office administration or human resource management. A university degree in a relevant field may be considered as a substitute for some work experience, enhancing eligibility for the role.

Experience:
The ideal candidate should have at least five years of relevant working experience in office support, protocol, or human resource administration functions. Experience in providing support to managerial or professional staff and assisting in program development and implementation is highly valued. Candidates with a strong background in administrative roles within international organizations will be preferred.

Languages:
Fluency in English is mandatory, with excellent oral and written communication skills. A working knowledge of at least one other language from the OSCE region is considered an asset, enhancing the candidate's ability to communicate effectively in a multicultural environment.

Additional Notes:
This position is a full-time, fixed-term contract at the OSCE Secretariat in Vienna. The monthly remuneration is approximately EUR 4,820, subject to social security deductions, and OSCE salaries are exempt from taxation in Austria. Social benefits include participation in the Cigna medical insurance scheme and the OSCE Provident Fund. Appointments are typically made at Step 1 of the OSCE salary scale, with potential for higher initial appointments based on relevant experience. The OSCE is committed to diversity and inclusion, encouraging candidates from all backgrounds to apply. The organization does not reimburse expenses related to the application process, and candidates must be aware of the mandatory retirement age of 65 years for contracted positions.