The Executive Assistant performs full secretarial services of a responsible and confidential nature for the Deputy Director General and Director General.
The position also coordinates inter-departmental administrative activities, including communications with the Office of the President and Board of Directors.
The incumbent will report to the Director General.
**Responsibilities**
**Communication and Coordination**
- Ensures that all correspondences and documents for supervisor are prepared in compliance with ADB's standards.
Independently composes and sends out routine letters, and drafts more complex correspondences for supervisor's review.
- Monitors progress/status of confidential matters/documents requiring immediate action/attention to ensure timely completion of required action.
- Maintains relevant electronic mailing list/s for PAOD.
Sends daily ADB News Briefing to all PARD staff.
- Provides administrative support by screening incoming telephone calls, taking accurate messages, dealing with queries from callers and visitors, establishing nature and priority of requirements of unexpected visitors, to ensure that they are attended to and/or referred in a timely manner to the concerned staff/appropriate party.
- Ensures that the supervisor's instructions are passed on to all concerned staff for proper action and monitor the status of replies.
- Monitors and updates the flow of documents with the use of database for effective monitoring to meet deadlines.
- Liaises with ADB staff inside and outside the work area, executing agencies and donor countries as required.
- Coordinates bilateral meetings between PARD management and Pacific Governors during ADB Annual Meeting.
Coordinates required protocols with the Office of the Secretary for incoming VIP guests.
- Acts as first point of contact for general information about PARD's internal business processes.
**Document Management and Office Administration**
- Ensures all incoming documents are logged, properly distributed, and promptly brought to the attention of the supervisors.
- Ensures that the office filing systems and records are properly maintained and updated in accordance with an existing framework.
Supports supervisors with document management through SharePoint.
- Performs standard activities such as maintaining adequate stocks of office supplies as required; coordinates IT equipment allocation and requirements for the front office.
- Monitors overtime utilization, and staff mission
**Briefing Materials and Meeting Preparations**
- Manages the schedule and ensures that appropriate arrangements are made for meetings, travel, accommodation, and events.
- Compiles and prepares briefing/progress reports for supervisor as requested.
Monitors progress/status of work programs.
- Ensures the materials are prepared and submitted in an organized and timely manner for missions, Board Meetings, seminars/events, and other briefings.
**Travel Arrangements**
- Arranges logistics for mission schedules, travels including flights, accommodation, visa requirements, and transportation for the supervisors.
- Processes Mission Authorization Requests (MAR) and Travel Requests & Authorization (TRA), and liquidation of travel expenses for official mission travels.
**Others**
- Performs any other duties as may be required and reflected in the incumbent's workplan.
**Qualifications**:
**Relevant Experience & Requirements**
- Bachelor's degree
- At least 5 years of relevant experience
- Working knowledge of assigned area
- Effective report-writing, editing and communication skills in English
- Sound knowledge of common word-processing, spreadsheets, SharePoint and graphics software used within ADB and familiarity with internal IT systems such as Management Approval System, eOPS, and RFPs.
- Good working knowledge of procedures, formats and standards, including protocols, relevant in the performance of work
- Strong coordination and interpersonal skills
- Ability to work with individuals from different cultural/national backgrounds
- Familiarity with operational and administrative procedures and full understanding of the interactions between different ADB work areas and relevant workflows
- Ability to exercise judgment on matters of confidentiality and those requiring urgent attention
- Able to work collaboratively with teams as a constructive team member
- Able to liaise and work effectively with staff within own work location and throughout ADB
- Please refer to the link for ADB Competency Framework for Administrative Staff 6.
**General Considerations**
ADB offers competitive remuneration and a comprehensive benefits package.
Actual appointment salary will be based on ADB's standards and computation, taking into account the selected individual's qualifications and experience.