Executive Assistant at Asian Development Bank

Manila, Metro Manila, Philippines -

Full Time

Start Date

Immediate

Expiry Date

05 Oct, 26

Salary

0.0

Posted On

07 Jul, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative Support, Calendar Management, Travel Coordination, Correspondence Drafting, Office Administration, Document Tracking, Stakeholder Coordination, English Proficiency, Intercultural Communication, Reception Services

Industry

International Trade and Development

Description

Join Our Mission to Foster Prosperity in Asia Are you ready to make a difference in the future of Asia and be a catalyst for positive change? We are thrilled to offer a unique opportunity to become an important part of the prestigious Asian Development Bank (ADB). At ADB, our mission is simple yet powerful: to alleviate poverty and promote sustainable development in the Asia-Pacific region. Organizational Setting and Reporting Relationship The position of Executive Assistant (EA) is assigned to the Office of the Vice-President (Finance and Risk Management). You will be based at our Headquarters in Manila, Philippines. You will report to Vice-President (Finance and Risk Management). Your Role As an Executive Assistant, you will provide high-level administrative and confidential support to the Vice-President, coordinating inter-departmental and inter-management offices administrative activities. You will: a. Coordination, Communication and Correspondence Coordinate with departments and offices in ADB and inform the Vice President. Compile briefing/progress reports for the Vice President. Log all communication. Monitor progress/status of confidential matters/documents requiring immediate action/attention to ensure completion of required action. Respond on behalf of the Vice President to straightforward/routine messages and drafts replies for the supervisor's review. Draft messages according to ADB's Handbook of Style and Usage. Conduct preliminary review and ensure that all documents for the Vice President are accurate and prepared in compliance with ADB's Handbook of Style and Usage. Provide efficient reception services by screening incoming telephone calls, taking accurate messages, dealing with queries from callers and visitors, establishing nature and priority of requirements of unexpected visitors, to ensure that they are attended to and referred promptly to the concerned staff/appropriate party. b. Calendar/Logistics/Travel Manage the Vice President's calendar and ensure efficient scheduling across offices and global time zones. Scheduling includes prioritization and resolving conflicts of competing demands. Respond to internal meeting requests promptly. Consolidate information and prepare materials or ensure that the Vice President 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 Request for Reimbursement-Business Travel (RRBT) in Concur. c. Office Administration Ensure the smooth flow of the administrative and logistical operations and requirements of the Vice President's office. Maintain a complete and organized e-filing system in SharePoint. Monitor document workflow and follows up. Monitor leaves, attendance, overtime use, and staff mission. Maintain an organized office setup. d. Others Perform any other tasks as may be required and reflected in the EA's work plan. You will need: Bachelor's degree in business administration, commerce, management, accounting, or other relevant discipline. At least 5 years of relevant professional experience. Proficiency in office technology applications (i.e. Concur) and familiarity in the use of a document tracking system (Management Approval System and Document Workflow System). Familiarity in videoconferencing tools (MS Teams, Zoom, Webex). Experience working with individuals from different cultural/national backgrounds. Familiarity with operational and administrative procedures and full understanding of the interactions between our different work areas and workflows. Excellent administrative skills. Written and verbal proficiency in English. Please refer to the link for ADB Competency Framework for TL3. Benefits ADB offers a rewarding salary and a comprehensive benefits package. The salary will be based on ADB's standards and comparator markets, taking into account your qualifications and experience. Retirement plan (if applicable) Medical and health benefits Paid leave (including parental) Life and other insurance plans Staff development Additional Information This appointment is open to internal and external applicants. This is a fixed term appointment with option to renew, initially for a period of up to 3 years, or up to the Normal Retirement Date (NRD), whichever comes earlier, for the purpose(s) and conditions determined by ADB, in accordance with Administrative Order No. 2.01 (Recruitment and Appointment). After the initial fixed-term period, ADB may choose to renew the appointment for up to an additional 3 years or not renewed. This decision will be made in the overall interest of ADB, based on factors including but not limited to the requirement of Staff's particular blend of skills and experience for the medium-term work program of the organizational unit, sufficient funding to cover the renewed period, and Staff's performance and suitability for employment. There is no limit to the number of renewals up to NRD. However, this appointment is not convertible to a regular appointment. About Us ADB is a leading multilateral development bank supporting inclusive, resilient, and sustainable growth across Asia and the Pacific. Working with its members and partners to solve complex challenges together, ADB harnesses innovative financial tools and strategic partnerships to transform lives, build quality infrastructure, and safeguard our planet. Founded in 1966, ADB is headquartered in Manila and owned by 69 members—50 from the region. ADB only hires nationals of its 69 members. To view ADB Organizational Chart, please click here. ADB wants 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. Visit ADB Careers FAQ for more information. #LI-Onsite

Responsibilities

Provide high-level administrative and confidential support to the Vice-President of Finance and Risk Management. This includes managing calendars, coordinating travel, handling correspondence, and ensuring smooth office operations.