Executive Assistant

Job Posting Organization:
The International Atomic Energy Agency (IAEA) is an international organization that seeks to promote the peaceful use of nuclear energy and to inhibit its use for any military purpose, including nuclear weapons. Established in 1957, the IAEA has a mission to ensure that nuclear energy is used safely and securely, and it operates in over 170 countries. The organization employs a diverse workforce of approximately 2,500 staff members, working collaboratively to address global challenges related to nuclear technology and safety.

Job Overview:
The Executive Assistant plays a crucial role in managing the office support within the Division, ensuring that operations run smoothly and efficiently. This position involves providing high-level executive assistance to the Director, which includes managing correspondence, records, and logistics for meetings and travel. The Executive Assistant is expected to maintain a high standard of professionalism and confidentiality while supporting the Director's activities and the overall functioning of the office. The role requires a proactive approach to problem-solving and the ability to work effectively in a fast-paced international environment, where the demands can change rapidly. The Executive Assistant will also be responsible for coordinating with various departments and ensuring that all administrative tasks are completed in a timely manner, contributing to the overall success of the Division's objectives.

Duties and Responsibilities:
The Executive Assistant's duties include managing all incoming correspondence and documents, ensuring they are accurately reviewed and routed to the appropriate personnel. The assistant will compile responses and reports, draft correspondence, prepare meeting minutes, and maintain records according to corporate standards. Additionally, the role involves coordinating travel arrangements, scheduling appointments, and providing logistical support for the Director's activities. The Executive Assistant will also manage the Time, Attendance and Leave Management System (TALMS) for the Division, oversee administrative tasks such as procurement and supplies, and provide guidance to other staff members. The position requires a strong focus on maintaining confidentiality and discretion in all communications and actions.

Required Qualifications:
Candidates must have completed secondary education and possess a minimum of five years of general office support experience, ideally in an international setting. Proficiency in MS Office applications (Word, Excel, Outlook, PowerPoint) is essential, along with strong administrative skills. The ability to draft routine correspondence and manage confidential information with discretion is critical. Candidates should demonstrate effective communication skills and the ability to work collaboratively within a team.

Educational Background:
The minimum educational requirement for this position is a completed secondary education. Additional qualifications or certifications in office administration or related fields may be advantageous but are not mandatory.

Experience:
The ideal candidate should have at least five years of experience in general office support roles, with a preference for experience in international organizations or environments. This experience should include a demonstrated ability to manage multiple tasks efficiently and effectively, as well as experience in providing executive support to senior management.

Languages:
Fluency in English, both oral and written, is required. Knowledge of other official IAEA languages, such as Arabic, Chinese, French, Russian, or Spanish, is considered an asset and may enhance a candidate's application.

Additional Notes:
The IAEA offers a competitive remuneration package, including a tax-free annual net base salary starting at EUR 57,876, along with benefits such as six weeks of annual vacation, a pension plan, and health insurance. The position is based in Vienna, Austria, and recruitment will be conducted on a local basis only. The IAEA is committed to diversity and gender equality in its workforce and adheres to the highest ethical standards in its recruitment processes. Candidates may be subject to a medical examination and background checks as part of the hiring process.