Overview
Provide high-level executive and administrative support to the Deputy Director and Director’s Office, ensuring smooth daily operations and managing a wide range of personal assistant and administrative duties.
Key Responsibilities
- Manage and optimise the Deputy Director’s calendar: appointments, internal/external meetings, work commitments, social functions, and international engagements.
- Draft, proofread, format and finalise routine correspondence, official letters, memos and documents; process official documents via eCouncil/ONE and manage translations when required.
- Maintain an accessible electronic and physical filing system and ensure proper management of confidential material.
- Welcome and assist visitors, including high level officials, ensuring discretion and protocol are respected.
- Foster and maintain strong working relations with counterparts across the Organisation, national delegations, governments, the private sector and international organisations.
- Screen, prioritise and manage emails for the Deputy Director: draft responses, redirect tasks, handle items not requiring the Deputy Director’s personal attention, and flag urgent issues.
- Prioritise, track and follow up on incoming requests, projects and correspondence—ensuring deadlines are met.
- Coordinate daily workflow in the Director’s Office and ensure effective information flow with internal divisions, delegations, and external partners.
- In the absence of the Deputy Director, assess and escalate issues requiring immediate attention and liaise with Advisors accordingly.
- Ensure that information is clearly and timely relayed to relevant staff and stakeholders.
- Maintain professional, courteous communication on behalf of the Director’s Office with internal and external interlocutors.
- Organise and manage logistical and administrative aspects of meetings led by the Director’s Office: room bookings, catering, technical requirements, document formatting, invitations, and coordination with internal support units.
- Identify and assemble information for the Deputy Director prior to important meetings based on the information and programme.
- Organise missions for the Deputy Director and Director’s Office staff, as required: flights, hotels, registrations, visas, Concur mission orders, expense claims and reimbursement follow-up.
- Prepare and assemble background documents, briefing files and relevant information for meetings and missions.
- Liaise with government officials, local authorities and co organisers to ensure protocol, security and logistical arrangements for meetings or missions abroad.
- Work collaboratively and constructively with ELS assistants and across the organisation.
- Contribute to directorate wide initiatives to improve team spirit and well-being.
- Drive efficiency gains through the automation of routine processes, continuous enhancement of working methods and use of tools.
- Replace the Office Manager during absences.
- Carry out other related tasks as required.
Required Experience
Proven experience as a personal assistant to a high-level national or international civil servant, and experience in the environment domain would be an advantage. Knowledge of the administrative rules, procedures and systems of the Organisation would be an advantage, or the ability to learn and assimilate them quickly.
Qualifications
Very good secondary level education and relevant post-secondary education or experience, preferably within an international organisation.
