The Executive Assistant will perform (i) full administrative services of a responsible and confidential nature for the Vice President (East and Southeast Asia and the Pacific) and (ii) coordinate inter-departmental administrative activities in East and Southeast Asia and the Pacific. The Executive Assistant will report to the Vice President (East and Southeast Asia and the Pacific).
Responsibilities: Coordination, Communication, and Correspondence:
Coordinates with departments and offices in ADB and informs the Vice President.
Compiles briefing/progress reports for the Vice President.
Logs all incoming and outgoing communication.
onitors progress/status of confidential matters/documents requiring immediate action/attention to ensure timely completion of required action.
Responds on behalf of the Vice President to straightforward/routine messages and drafts replies for the supervisor’s review.
Drafts messages according to ADB’s Handbook of Style and Usage.
Conducts preliminary review and ensures that all documents for the Vice President are accurate and prepared in compliance with ADB’s Handbook of Style and Usage.
Provides efficient reception services by screening incoming telephone calls, taking accurate messages, dealing with queries from callers and visitors, and establishing the nature and priority of requirements of unexpected visitors, to ensure that they are attended to and referred promptly to the concerned staff/appropriate party.
Calendar/Logistics/Travel:
Manages the Vice President’s calendar and ensures efficient scheduling across offices and global time zones. Scheduling includes prioritization and resolving conflicts of competing demands. Responds to internal meeting requests promptly.
Consolidates information and prepares materials or ensures the Vice President has received the relevant documents for the meeting/briefing/mission.
Coordinates travel arrangements including arranging mission schedules, obtaining visas, scheduling flights, booking hotel accommodations, preparing travel documents, and drafting itineraries.
Processes Mission Authorization Requests. Travel Requests and Authorization (TRA), and Request for Reimbursement-Business Travel (RRBT) in Concur.
Office Administration:
Ensures the smooth flow of the administrative and logistical operations and requirements of the Vice President’s office.
Maintains a complete and organized e-filing system in SharePoint.
Monitors document workflow and follows up.
Monitors leaves, attendance, overtime use, and staff mission.
Maintains an organized office setup.
Others:
Performs any other tasks as may be required and reflected in the EA’s work plan.
At least 5 years of relevant professional experience
Proficient in MS Office Suite (Outlook, Word, Excel, and PowerPoint, SharePoint)
Familiarity with the use of a document tracking system (Management Approval System and Document Workflow System)
Familiarity with Concur.
Familiarity with videoconferencing tools (MS Teams, Zoom, Webex)
Ability to work with individuals from different cultural/national backgrounds.
Familiarity with operational and administrative procedures and full understanding of the interactions between the organization’s different work areas and workflows
Excellent administrative skills
Excellent written and verbal communication skills in English
Please refer to the link for ADB Competency Framework for Administrative Staff Level 6
