Executive Assistant

Under the direction a Chief within the Executive Leadership Team, the Executive Assistant is expected to demonstrate proficiency and expert-level skills, including the ability to operate within broader contexts, anticipate needs, and maintain high standards in administrative support while adapting to various demands. The Executive Assistant will ensure consistent service delivery and uphold the Fund’s high standards through quality execution of responsibilities.

• Apply specialized knowledge to support administrative and operational delivery of functions.
• Collect, organize, and analyze information to contribute to the development of required documents and materials.
• Assist with pertinent administrative tasks, including procurement, budget, expenses and travel coordination in a timely manner to maintain streamlined workflows.
• Manage the calendar and scheduling of meetings and appointments, ensuring discretion, effective time management and appropriate protocol in organizing meeting and engagements with high-level officials and their respective offices. Prioritize meeting requests, handle documentations and manage meeting coordination, ensuring the office operates efficiently.
• Anticipate and independently address major administrative issues, recommend solutions and identify barriers to efficiency.
• Plan, arrange, and support logistical requirements for presentations, events, and meetings.
• Review and uphold high standards for internal and external communications, improve communication procedures, manage correspondence and synthesize reports, papers and other documentations.

Engagement

• Identify operational factors impacting consistent delivery of administrative tasks and advise on remedial approaches.
• Act as a focal point for correspondence management, ensuring clear, objective and high quality control over communications and exchange of information.
• Coordinate with internal and external stakeholders and appropriate Divisions and Offices to support achievement of objectives.
• Determine required referrals, prioritize, and follow up on sensitive or confidential inquiries.
• Collaborate with internal units to identify factors affecting transaction delivery and approaches to maintaining and enhancing quality.
• Handle sensitive or confidential inquiries, determine priorities, and recommend immediate actions, while ensuring discretion in all interactions.

Delivery:

• Ensure high-quality standards of all internal and external communications, advising on procedure improvements.
• Maintain alignment of administrative operations with overall policies and procedures of the Fund.
• Organise logistical priorities for meeting engagements, conferences, Board meetings, and official travels.
• Plan, organize, and schedule mission travel, ensuring all processes, visas, flights, and security arrangements are in place. Process and facilitate back-to-office mission reports.
• Support all engagement activities, responding to requests for materials required for events, meetings, conferences, among others. This includes internal engagements and meetings of the Senior Management Team, Unit Heads, and/or All Staff.
• Manage the workflow with high discretion and sensitivity to all matters.
• Sustain consistent quality in service deliverables under different operational and environmental conditions/demands.
• Perform any other functions as may be assigned.

Requirements (Education, experience, technical competencies required of the job:

• Bachelor’s Degree in Administration, Management, or a related field.
• Minimum 7 years of relevant experience to perform the functions of the role, preferably from an international organisation setting
• Proficient in the use of monitoring and management tools
• Highly-organised and detail-oriented, with strong ability to multi-task and deliver quality work on time under pressure
• Ability to keep track of and reconcile multiple data sources with minimum error
• Experienced in use of Excel advanced functions, other Microsoft office suite products, and project management software (e.g. Asana or similar)
• Highly collaborative, team player and experienced in working in multi-cultural organizations and in a fast-paced environment
• Reliable with confidential information and materials

Source: https://jobs.greenclimate.fund/job/Incheon,-South-Korea-(ICN)-Executive-Assistant-(Talent-Pool)/1143981201/