Executive Assistant

United Nations Children's Fund

New York, United States of America

Under the supervision of a Director, Social Policy, the Executive Assistant is accountable for communications, operations and administrative support services to enhance the smooth running of the supervisor’s day-to day activities. Executive Assistant also represent the supervisor in initiating, following up on and resolving issues pertaining to administrative requests.

Communications Support:
  • On behalf of supervisor, manage incoming and outgoing correspondence, e-mails and telephone calls.
  • Communicate sensitive information to higher level managers.
  • Provide routine information pertaining to the work of the division/office.
  • Draft responses to written inquiries on routine questions.
  • Coordinate responses to sensitive inquiries.
  • Prepare briefing materials for official trips or meetings.
  • Follow up on established deadlines and ensuring timely submissions by staff on reports, correspondence and other documents.
Administrative support:
  • Maintain the supervisor’s calendar and arrange meetings.
  • Organize official travel on behalf of supervisor.
  • Prepare documentation for the supervisor’s signature reviewing for style, factual and grammatical accuracy.
Operations support:
  • Supports capacity development activities and conferences by making the logistical arrangements, through engaging with facilitators, caterers and hosts.
  • Maintains and updates a system which monitors the absence of staff.
  • Supports management of administrative supplies, office equipment, and updating the inventory of items.
To qualify as a champion for every child, the candidate must have…
  • Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work is required.
  • For this position, a bachelor’s degree from a recognized academic institution in a relevant field may replace three years of related work experience.
  • A master’s degree may replace additional two years.
  • A minimum of five (5) years of relevant work experience in office management, administration, administrative or clerical work experience, preferably within the UN, a government institution, or an NGO is required.
  • Non-US candidates MUST be in possession of an existing US G4 visa or be a US permanent resident/citizen.
  • Experience with executive support, programme support functions and/or budget management is considered an asset.
  • Relevant experience in a UN system agency or organization is considered as an asset.
  • Advanced computer literacy and the ability to effectively use standard office software tools (MS Office, Enterprise database) and other office technology to create documentation, exchange and archive e-mail, and maintain electronic filing systems is highly desirable
  • Fluency in English is required.  Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset.