M24256 Executive Assistant to the Director General

at  CIMMYT

CIMMYT is a cutting-edge, non-profit, international organization dedicated to solving tomorrow’s problems today. It is entrusted with fostering improved quantity, quality, and dependability of production systems and basic cereals such as maize, wheat, triticale, sorghum, millets, and associated crops through applied agricultural science, particularly in the Global South, through building strong partnerships. This combination enhances the livelihood trajectories and resilience of millions of resource-poor farmers, while working towards a more productive, inclusive, and resilient agrifood system within planetary boundaries. CIMMYT is a core CGIAR Research Center, a global research partnership for a food-secure future, dedicated to reducing poverty, enhancing food and nutrition security, and improving natural resources.
CIMMYT is seeking a dynamic, self-motivated, and service-oriented professional for the position of Executive Assistant to the Director General to work on Director General Office.
The positions will be based at CIMMYT’s headquarters in Texcoco, near Mexico City.

REQUIREMENTS

• The selected candidate must have a bachelor’s degree in business administration, International Relations, or Technical Studies as Executive Secretary or similar.
• The selected candidate must have at least 5 years of experience working as an Executive Assistant for the Director General or General Managers or similar relevant experience.
• The selected candidate must show excellent organizational and interpersonal skills. Ability to liaise and negotiate with other colleagues with a high level of responsiveness and awareness.
• The selected candidate must have experience in the preparation of relevant and timely management information including the use of visual information.
• Proficient in verbal and written communication. Ability to prepare charts, minutes, official documents with a great focus on attention to detail.
• Advanced level in MS Office, with special remark in Outlook, Teams, Excel, PowerPoint, and Word.
• The selected candidate must have the ability to work independently, to prioritize and to plan.
• The selected candidate must be proactive and flexible, able to deal with conflicting priorities and deadlines.
• The selected candidate must show the ability to work with different nationalities, as a member of diverse work team.
• Advanced level of English (written and conversational). English will be tested, and candidate should score a minimum of C1 on CEFR.
• The selected candidate must exhibit the following competencies: Critical thinking, Teamwork, Client Orientation, Problem Solving decision making, Negotiation and Conflict resolution.

• Manage the Director General’s calendar, including scheduling meetings, appointments, speaking engagements, and travel. Exercise discretion in committing time and evaluating needs while ensuring efficient workflow and effective communication.
• Organizes the workflow and appointments of the DG by reading and routing correspondence, collecting relevant information from internal and external parties and by managing assignments creating conditions for optimal functioning.
• In charge of the efficient and correct handling of incoming communication by phone and email.
• Ensures maximum efficiency.
• Ensures deadlines and targets are met.
• Schedules, confirms appointments, and inputs data in relevant systems.
• Follows up on meeting requests and knows how to prioritize by balancing availability and resources.
• Adjusts schedules as necessary to accommodate changes in priorities and deadlines.
• Oversees planning of travel and keeps track of different time zones and parallel meetings.
• Maintains files and records with effective filing systems.
• Maintains the highest confidentiality.
• Organize and prepare for meetings, including gathering documents and gathering logistical information.
• Gather and communicate, when needed, the objectives, agenda, support documentation and all relevant information for objectives to be met.
• Respond to inquiries from various internal and external parties for the purpose of providing information and/or direction, including:
  o Phone calls: Screen incoming external phone calls and forward the phone call to the appropriate person.
  o Prepare and send invitation letters, letters of acknowledgement, condolences, regrets, etc
  o Prepare and/or review official documents for signature.
  o Transcribe source material, prepare documents, reports, tables, and charts; distribute as appropriate