Executive Assistant

Job Posting Organization:
UN Women was established in July 2010 by the United Nations General Assembly as part of the UN reform agenda. Its mission is to advocate for gender equality and the empowerment of women globally. The organization focuses on eliminating discrimination against women and girls, promoting women's rights, and ensuring that gender equality is integrated into all aspects of development, human rights, humanitarian action, and peace and security" style="border-bottom: 1px dotted #007bff !important;">security. UN Women operates in multiple countries, working closely with civil society and other stakeholders to support Member States in their commitments to gender equality. The organization emphasizes strong leadership and effective partnerships to achieve its goals.

Job Overview:
The Executive Assistant to the Country Representative at UN Women plays a crucial role in providing high-level executive and administrative support. This position requires the incumbent to manage the Country Representative's calendar, ensuring that meetings and commitments are well-coordinated and aligned with office priorities. The Executive Assistant is responsible for maintaining an action tracker for key decisions and deadlines, preparing agenda briefs, and arranging travel accommodations. The role also involves facilitating communication between the Country Representative's Office and other units, managing correspondence, and supporting external relations activities. The Executive Assistant is expected to exercise discretion and sound judgment while handling confidential information and prioritizing requests effectively.

Duties and Responsibilities:

• Provide executive support to the UN Women Country Representative by managing the calendar, prioritizing meetings, and maintaining an action tracker for decisions and commitments.
• Prepare daily and weekly agenda briefs, including background materials and follow-up actions.
• Arrange travel and accommodations for the Country Representative and provide support to colleagues as needed.
• Answer and screen calls with tact and discretion, maintaining an up-to-date roster of contacts.
• Provide administrative support for meetings, events, and high-level visits, including organizing logistics and preparing briefing packages.
• Ensure secure organization and retrieval of confidential documents and correspondence.
• Facilitate communication between the Country Representative's Office and other units, screening and prioritizing incoming correspondence.
• Draft routine correspondence and interoffice communications.
• Support the Country Representative's external relations activities by facilitating interactions with partners and ensuring protocol matters are addressed. 1
• Contribute to knowledge management and sharing within the office and other offices/HQs.

Required Qualifications:
Candidates must have completed secondary education, with a Bachelor's degree in business administration, Executive Secretariat, or related fields being desirable. A minimum of 5 years of progressively responsible experience in administration, secretarial, or program support services is required. Experience providing executive support to senior managers and managing complex calendars and confidential correspondence is essential. Proficiency in computer applications and office software, particularly Microsoft Office, is required, with experience in ERP systems being a plus.

Educational Background:
The position requires at least a secondary education, with a preference for candidates holding a Bachelor's degree in relevant fields such as business administration or Executive Secretariat. This educational background is essential for understanding the administrative and operational functions of the role.

Experience:
The ideal candidate should have at least 5 years of relevant experience in administrative roles, particularly in providing support to senior-level executives. Experience in managing complex schedules, travel arrangements, and meeting logistics is crucial. Familiarity with office software and management systems is also necessary to perform the duties effectively.

Languages:
Fluency in English and Portuguese is mandatory for this position. Knowledge of another official UN language, such as French, Arabic, Chinese, Russian, or Spanish, is considered desirable and would be an asset in facilitating communication within the UN system and with external partners.

Additional Notes:
This position is office-based in Brasilia, Brazil, and is a full-time role. UN Women is committed to diversity and inclusion in its workforce and encourages applications from qualified individuals regardless of race, gender, or other characteristics. The organization has a zero-tolerance policy for misconduct and expects all personnel to adhere to its standards of conduct. Background checks will be conducted on selected candidates to verify credentials and employment history.