The position of Senior Management Administrative Assistant is assigned to the Office of the Vice-President (Sector and Themes). You will be based at our headquarters in Manila, Philippines.
Responsibilities:
Work closely with the Executive Assistant in the coordination of activities of VPST with departments and offices in ADB and inform the supervisor using different communication modalities.
Screen external calls and answer queries.
Respond on behalf of the supervisor to straightforward/routine messages and draft replies for the supervisor's review. Draft messages according to ADB's Handbook of Style and Usage.
Conduct a preliminary review and ensure that all documents for the supervisor are accurate and prepared in compliance with ADB's Handbook of Style and Usage.
Provide assistance in managing the supervisor's calendar and ensure efficient scheduling across offices and global time zones. Scheduling includes effective prioritization and resolving conflicts of competing demands. Respond to internal meeting requests timely.
Consolidate information and prepare materials or ensure that the supervisor has received the relevant documents for the meeting/briefing/mission.
Coordinate travel arrangements, including arranging mission schedules, obtaining visas, scheduling flights, booking hotel accommodations, preparing travel documents, and drafting itineraries. Process mission authorization requests, travel requests and authorization (TRA), and requests for reimbursement-business travel (RRBT) in Concur.
Requirements:
At least 5 years of relevant professional experience in multilateral organizations.
Proficiency in MS Office Suite (Outlook, Word, Excel, and PowerPoint, and SharePoint) and video/photo editing for presentation materials and knowledge products.
Familiarity in the use of online approval workflow systems.
Familiarity with videoconferencing tools (MS Teams, Zoom, and 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 relevant workflows.
Familiarity with operational documents format and contents;
Ability to make quick procedural decisions and judgments, and handle sensitive information with confidentiality;
Good administrative and organizational skills, with attention to details
