Executive Assistant

United Nations Educational, Scientific and Cultural Organization

Paris, France

Experience: 5 to 10 Years

Skill Required: Media and Communication

Under the guidance and direct supervision of the Director of Cabinet of the Director-General (DIR/CAB), the incumbent provides secretarial, administrative and communication support to the DIR/CAB through the efficient and discreet management of information and documentation, organization of/preparation for meetings and missions and follow-up on actions. This involves direct contact with staff, managers and high-ranking officials within and outside the Organization.

In particular, s/he will:

  • Take full responsibility for the schedule of the Director of Cabinet; arrange appointments and maintain the agenda of the DIR/CAB; serve as the first point of contact and liaison with senior officials; receive visitors (often high-ranking); screen telephone calls and answer enquiries; prioritize and resolve competing demands, organize travel and missions of the Director of Cabinet. Ensure reactive and smooth communication and coordination with the secretariat of the Director-General.
  • Support the work of the DIR/CAB with respect to communications, workflows and administrative rules; coordinate and follow up effectively and efficiently; facilitate interaction and information flow; identify and bring sensitive, complex and urgent matters to the attention of the DIR/CAB; disseminate and provide information and guidance to staff at all levels within the cabinet.
  • Organize and take full responsibility of the smooth and efficient running of DIR/CAB activities, establishing and improving procedures, tracking and filing systems for correspondence and documents, monitor work progress and cases of priority and concern to the DIR/CAB; organize high-level meetings ensuring the production and distribution of documentation, note taking and minutes.
  • Research, compile and summarize materials in preparation of reports, briefings, speeches; prepare materials and presentations for official missions/special meetings; independently handle a wide range of complex and confidential information requests and queries; draft responses to a diverse, high-level and wide range of correspondence and other communications.
  • Demonstrate reactivity, adaptability and communication skills with colleagues and interlocutors on a daily basis. Capable of working in a complex environment and coping with a heavy workload.

Required Qualifications:

Education:

  • Completed secondary, technical or vocational education.

Work Experience:

  • At least 8 years of relevant work experience in secretarial, administrative tasks in an international professional environment.  
  • Experience working for a supervisor with senior managerial responsibility and/or high-level officials.

Skills and competencies: 

  • Excellent interpersonal and communication skills.
  • Excellent drafting skills in English or French.
  • Excellent organizational and coordination skills.
  • Capacity to deal efficiently and tactfully with different partners/institutions and other stakeholders at all levels in a multicultural environment.
  • Ability to work under pressure, to deal with complex and sensitive situations and flexibility to adjust work schedules.
  • Sense of diplomacy, discretion and professional integrity.
  • Excellent IT skills (Outlook, Word, Excel, PowerPoint).

Languages:

  • Excellent knowledge of either English or French and good knowledge of the other language.

Source: https://careers.unesco.org/job/Paris-Executive-Assistant/770070102/