Senior Executive Assistant

The World Bank, Singapore City, Singapore

Skill Required:, HR and Admin
Preferred Experience: 
3 to 10 Years
Closing Date for Applications: 
1st December, 2015

Job Description

Duties and Accountabilities:

The Executive Assistant will provide the full range of office support services to the Country Director for IBRD. His/her specific duties and accountabilities will include the following:

• Serve as Executive Assistant to the Country Director and work seamlessly as a team with other Program Assistants within and outside the CMU.
• Serve as the main point of contact for the Director for internal and external clients.
• Maintain an extensive network of contacts at the most senior levels, internally as well as externally.
• Prepare, process, and handle information of a sensitive and confidential nature.
• Follow-up, on behalf of the Director, on extensive and diverse inquiries, and make appropriate decisions.
• Manage schedules, organize and coordinate relevant briefing or background material for meetings. Screen and prioritize incoming correspondence and messages, independently responding to extensive and diverse inquiries, liaising with others and making independent decisions when multiple courses of actions are required.
• Handle administrative and logistical arrangements for various events, such as senior official visits, visiting missions, conferences, workshops, retreats. Ensure timely submission and review of briefing materials and appropriate follow-up actions.
• Initiate and coordinate all aspects of the Director’s travel schedule (i.e. ticket and hotel reservations, visa requests, etc.) including coordinating the travel and protocol needs.
• Draft correspondence and prepare and ensure adherence to administrative guidelines and overall quality of outputs requiring the Director’s signature.
• Provide general research support and utilize all relevant computer software to retrieve, maintain and manipulate data and independently respond to diverse inquiries and make decisions when multiple courses of action are possible.
• Provide administrative and logistical support for office management and maintenance, including official travel arrangements, maintaining and ordering the inventories of office supplies and other assets etc.
• Assume responsibility for the overall quality of delivery, organization and coordination of office administrative support work.
• Responsible for maintaining an overview of the Administrative and Client Service (ACS) staff work program and workload by collaborating and coordinating with task team members on scheduling and resolving work priorities.
• Provide overall guidance and feedback to ACS staff and provide input to their performance evaluations. Play a leadership role with respect to all issues related to ACS.
• Ensure an efficient back-up system is in place.
• As the unit's first point of contact with HR, coordinate closely with HR colleagues on a range of issues

Selection Criteria:

• Relevant diploma/degree with a minimum of 5 years relevant experience in Administrative Support.
• Excellent interpersonal and communication skills, with ability to interact diplomatically with clients and staff at all levels, recognized ability to exercise good judgment in interpersonal dealings at all levels and in handling confidential information.
• Excellent organizational, administrative and time management skills.
• Effective analytical, research and problem-solving skills.
• In-depth knowledge of Microsoft Office applications and proficiency of technology or/and systems relevant to functional area including the ability to coach less experienced staff on the same.
•  Excellent verbal and writing/editing skills in English
• Excellent skill in preparing PowerPoint and other visual presentation tools.

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