Executive Assistant

Important Information

This is a fixed term appointment with option to renew for an initial period of 3 years following Section 3.1 (b) of Administrative Order No. 2.01 (“Recruitment and Appointment’). This appointment is not convertible to a regular appointment. . After the initial fixed period, ADB has the option to renew the appointment for up to three years or allow it to expire. This decision is based on ADB’s overall interest in retaining the skills and experience of the staff for medium-term work program within the respective group, department, or office, while considering the availability of funding sources.

Overview

Asian Development Bank (ADB) is an international development finance institution headquartered in Manila, Philippines and is composed of 68 members, 49 of which are from the Asia and Pacific region. ADB is committed to achieving a prosperous, inclusive, resilient, and sustainable Asia and the Pacific****, while sustaining its efforts to eradicate extreme poverty. ADB combines finance, knowledge, and partnerships to fulfill its expanded vision under its Strategy 2030.

ADB only hires nationals of its 68 members.

The position is assigned in the Office of the Vice President (East and Southeast Asia and the Pacific).

To view ADB Organizational Chart, please click here.

Job Purpose

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. • Monitors 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.

Qualifications

Relevant Experience & Requirements

• Bachelor’s degree • 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

General Considerations

The selected candidate, if new to ADB, is appointed for an initial term of 3 years.

ADB offers competitive remuneration and a comprehensive benefits package. Actual appointment salary will be based on ADB’s standards and computation, taking into account the selected individual’s qualifications and experience.

ADB seeks to ensure that everyone is treated with respect and given equal opportunities to work in an inclusive environment. ADB encourages all qualified candidates to apply regardless of their racial, ethnic, religious and cultural background, gender, sexual orientation or disabilities. Women are highly encouraged to apply.

Please note that the actual level and salary will be based on qualifications of the selected candidate.