Job Advertisement

Position Title: Personal Assistant
Location: Paris
Country: France
Deadline Date: 6 October 2024

Job Details

Job Posting Organization:
The Organisation for Economic Co-operation and Development (OECD) is an international organization founded to promote policies that improve the economic and social well-being of people around the world. Established with 38 member countries, the OECD works collaboratively with governments, policy makers, and citizens to develop evidence-based international standards and solutions to various social, economic, and environmental challenges. The organization plays a crucial role in global governance by strengthening the rules-based international order and developing standards that promote well-being for all. The OECD is committed to generating innovative policies and standards that foster stronger, more Sustainable, and inclusive economies, thereby inspiring trust and confidence in resilient societies. The Office of the Secretary-General (OSG) supports the Secretary-General in implementing his vision and priorities, focusing on optimizing post-COVID recovery, climate action, Digital Transformation, and ensuring well-functioning global markets. The OECD serves as a knowledge hub for data Analysis, experience exchange, and best-practice sharing, providing high-quality advice and support to achieve a coordinated approach to the organization’s work.

Job Overview:
The Personal Assistant position is designed for a motivated and experienced individual who excels in maintaining high standards of work and attention to detail. The role involves supporting the Chief and Deputy Chief of Staff’s office with daily operations, including organizing appointments, internal meetings, and travel arrangements. The Personal Assistant will manage the flow of information to the office, providing key insights on various issues and flagging priority matters. This position requires strong organizational skills and the ability to handle senior-level contacts with OECD Directors, Ambassadors, and other high-level stakeholders. The Personal Assistant will also collaborate closely with other members of the Office of the Secretary-General to ensure smooth operations and effective communication. The ideal candidate will thrive in a fast-paced environment, demonstrating discretion and the ability to work independently while managing conflicting requests under pressure.

Duties and Responsibilities:
The Personal Assistant will be responsible for a wide range of duties, including: 1. Supporting the Chief and Deputy Chief of Staff’s office with daily work and organization of appointments, internal meetings, missions, and other activities. 2. Managing the flow of information to the Office, providing key information on external and internal developments, and flagging priority and sensitive issues. 3. Organizing and supporting business travel preparations, including travel and hotel bookings, visa applications, processing expense claims, and follow-up actions in collaboration with the mission’s team and the Advisor in charge. 4. Handling senior-level contacts with the offices of OECD Directors and Ambassadors, as well as with senior politicians and other high-level key stakeholders. 5. Forging strong internal and external relationships and networks to facilitate these contacts. 6. Providing a full range of administrative assistance, including organizing folders, reservations, diary management, handling mail, drafting and sending routine correspondence, and filtering and responding to telephone calls. 7. Tracking requests and projects to ensure that deadlines are respected. 8. Working closely with the Personal Assistants to the Secretary-General and the Office of the Secretary-General team to provide assistance and carry out other administrative tasks as required.

Required Qualifications:
The ideal candidate should possess the following qualifications: 1. A higher education degree and/or Secretarial studies qualification. 2. A minimum of three years’ relevant experience in executive or administrative assistance roles, preferably in an international organization. 3. Excellent knowledge of the Organisation’s administrative and meeting protocol and procedures, or relevant experience acquired in other international organizations. 4. Knowledge of current and emerging technologies and tools, with a demonstrated ability to thrive and innovate in a technology-driven environment. 5. Experience managing conflicting requests according to strict deadlines and the ability to work independently, rapidly, and accurately under pressure. 6. A high degree of discretion and the ability to work and communicate effectively and with tact and diplomacy in a multicultural environment with colleagues at all levels, and with delegations and high-level stakeholders.

Educational Background:
Candidates must have a higher education degree and/or a qualification in Secretarial studies. This educational background is essential to ensure that the candidate possesses the necessary skills and knowledge to perform the duties required of a Personal Assistant effectively.

Experience:
The position requires a minimum of three years of relevant experience in executive or administrative assistance roles, ideally within an international organization. This experience should include familiarity with administrative protocols and procedures, as well as the ability to manage multiple tasks and priorities effectively.

Languages:
Fluency in one of the two OECD official languages (English and French) is mandatory, along with knowledge of the other language, with a commitment to reach a good working level. Knowledge of additional languages would be considered an asset, enhancing the candidate's ability to communicate in a diverse environment.

Additional Notes:
This position is a two-year fixed-term appointment, with the possibility of renewal. The ideal start date for the role is December 2024. The OECD offers a monthly base salary starting from 4,302 EUR, plus allowances based on eligibility, and is exempt from French income tax. The appointment may be made at one grade lower in the specified job family, depending on the qualifications and professional experience of the selected applicant. Applications for this role will close on 6 October 2024, at 23:59 (Paris Time). The OECD is an equal opportunity employer and encourages applications from all qualified candidates who are nationals of OECD member countries, regardless of their racial or ethnic origin, opinions or beliefs, gender, sexual orientation, health, or disabilities.