Senior Board Assistant

Job Posting Organization:
The Asian Development Bank (ADB) is a leading multilateral development bank established in 1966, headquartered in Manila, Philippines. ADB's mission is to alleviate poverty and promote sustainable development in the Asia-Pacific region. The organization is owned by 69 members, with 50 of them from the region, and employs a diverse workforce dedicated to fostering prosperity in Asia. 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 everyone is treated with respect and given equal opportunities, encouraging applications from all qualified candidates regardless of their background, gender, or disabilities. Women are particularly encouraged to apply for positions within the organization.

Job Overview:
As a Senior Board Assistant at ADB, you will play a crucial role in providing administrative support to the Board of Directors. This position requires a high level of confidentiality and discretion, as you will be responsible for managing day-to-day office administration and coordinating both internal and external communications. Your role will involve liaising with various stakeholders, including government officials, embassies, and other agencies, to ensure smooth operations and effective communication. You will also be tasked with preparing and managing correspondence, organizing meetings and events, and providing technical and analytical support to the Board. The position demands strong organizational skills, the ability to manage multiple tasks simultaneously, and a thorough understanding of ADB's procedures and operations. You will be expected to work independently and adapt to the varying time zones of constituency member countries, demonstrating flexibility in your working hours. Your contributions will be vital in supporting the Board's mission to foster prosperity and sustainable development in the region.

Duties and Responsibilities:
The Senior Board Assistant will have a comprehensive set of duties and responsibilities, including but not limited to: coordinating internal and external communications, managing reception services, screening calls, and responding to inquiries from various stakeholders. You will ensure that all correspondence is accurately prepared and distributed, manage the calendar and logistics for meetings and travel, and assist in the onboarding and offboarding of staff. Additionally, you will compile statistical data, prepare reports, and conduct research assignments for the Constituency office. Your role will also involve analyzing Board proposals, preparing briefing materials, and maintaining office filing systems. You will be responsible for ensuring that all tasks are completed in a timely manner and that the office operates efficiently. The position may also require you to perform other duties as assigned by your supervisor, reflecting the dynamic nature of the role.

Required Qualifications:
To qualify for the Senior Board Assistant position, candidates must possess a Bachelor's degree and at least 5 years of relevant professional experience as an executive assistant supporting senior executives. Candidates should demonstrate strong organizational skills, the ability to manage multiple workstreams with competing deadlines, and excellent follow-up and stakeholder management skills. Proficiency in MS Office Suite (Outlook, Word, Excel, PowerPoint) and familiarity with videoconferencing tools are essential. Candidates should also have strong analytical, written, and verbal communication skills in English, along with a thorough understanding of ADB's organizational structure and procedures. Attention to detail, the ability to work collaboratively within teams, and strong interpersonal skills are also critical for success in this role.

Educational Background:
The educational background required for the Senior Board Assistant position includes a Bachelor's degree in a relevant field. This educational foundation is essential for understanding the complexities of the role and effectively supporting the Board of Directors in their administrative and operational needs.

Experience:
Candidates for the Senior Board Assistant position should have a minimum of 5 years of relevant professional experience, particularly in roles that involve supporting senior executives. This experience should demonstrate the candidate's ability to handle high-pressure situations, manage competing priorities, and maintain confidentiality while providing administrative support.

Languages:
The mandatory language requirement for this position is proficiency in English, both written and verbal. Candidates should possess excellent communication skills to effectively interact with diverse stakeholders. While English is the primary language, familiarity with additional languages may be considered an advantage, particularly if they are relevant to the constituency member countries.

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. The decision to renew the appointment will be based on various factors, including the staff's performance, suitability for employment, and the organizational unit's medium-term work program requirements. ADB offers a competitive salary and a comprehensive benefits package, including retirement plans, medical and health benefits, paid leave, and staff development opportunities. The organization is committed to hiring nationals of its 69 member countries and encourages all qualified candidates to apply.