Senior Board Assistant at Asian Development Bank

Manila, Metro Manila, Philippines -

Full Time

Start Date

Immediate

Expiry Date

03 Aug, 26

Salary

0.0

Posted On

05 May, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Executive Administration, Stakeholder Management, Calendar Management, Analytical Writing, Diplomatic Communication, Event Coordination, Data Analysis, Report Generation, MS Office Suite, MS Teams, SharePoint, Proofreading, Confidentiality Management, Multicultural Collaboration, Time Management, Project Tracking

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 Senior Board Assistant is assigned to the Board Staff Services (BSS) Division within the Board of Directors (BOD). You will be based at our Headquarters in Manila, Philippines. You will report to the designated Technical International staff. Your Role As a Senior Board Assistant, you will provide administrative functions of a responsible and confidential nature to members of the Board of Directors, be responsible for day-to-day office administration and coordinate internal and external communication while maintaining confidentiality and practice professional discretion, as well as technical and analytical support services. You will: a. Communications Internal and External Contacts Coordinates with other assistants, and Staff in ADB for requests for meetings, requests for information, and others as instructed by the supervisor. Provides efficient reception services by screening incoming telephone calls, taking accurate messages, dealing with queries from authorities in capitals of constituency member countries, embassies/consulates and other agencies of constituency member countries, consultants, businesspersons, NGOs, media representatives, and others, establishing the nature and priority of requirements of unexpected visitors to ensure that they are attended to in a timely manner. Responds to memos/correspondence on behalf of the Director's Advisors and the Constituency office, and produces draft replies for less complex issues. Ensures that all final correspondence and documents for supervisors are correctly typed, edited and prepared. Ensures that all incoming mail is properly distributed and promptly attended to and outgoing mail is delivered on time. Liaises with authorities in capitals of constituency member countries, embassies/consulates, and other agencies of constituency member countries under the Assistant's responsibility and ADB staff at Headquarters and Resident Missions. Ensures all ADB documents are prepared and transmitted to authorities in capitals of constituency member countries, including Governors of ADB, to embassies/consulates and to other agencies in a timely manner. Coordinates high-level engagements (courtesy calls, bilateral meetings, constituency events), including invitations, room reservations, briefing notes, attendee lists, and logistics. Supports protocol-related arrangements for VIPs/official delegations (as applicable), in coordination with relevant internal teams. b. Calendar/Logistics/Travel Coordinates visits and provides assistance to needs of visitors to ADB and the Constituency office from authorities in capitals of constituency member countries and other agencies and representatives from business, NGOs, and media in their presentation and meetings with ADB. Provides administrative support relating to the daily and long-term schedules of the DAs and ensures appropriate arrangements are made for meetings, travel, accommodation and events. Performs other tasks which involve a wide scope of ADB-related responsibilities and wide knowledge of ADB's administrative arrangements and those of authorities of constituency member government's requirements. c. Coordination Ensures that the Director's Advisors' instructions are passed on to appropriate ADB staff for proper action and monitors the status of replies. Assists incoming senior visitors under the Assistant's responsibility or when acting as backup for another Assistant. Prepares and coordinates trade missions and visits of firms and consultants of the countries of our constituents. Coordinates with other Suites on pre-Board and other joint meetings and missions. Manages clearance workflows, tracks deadlines/cutoffs, and follows up with internal focal points to ensure on-time submission. Assist in the maintenance and update of trackers (e.g., Board calendar, action items, correspondence) and provides regular status updates to the team. Coordinates onboarding/offboarding/admin setup for new colleagues/temporary staff (e.g., accounts access requests, workspace readiness), as applicable. d. Data Analysis and Report Generation Under direction, compiles statistical data, prepares reports, and performs research assignments for authorities of constituency member countries and for the Constituency office. Provides support in analyzing Board proposals (mostly projects) and summarizes and presents them coherently to senior members of the Constituency office. Lead the coordination, and creation of the Constituency Annual Report which includes the creation of a timeline, list of responsibilities, skeleton of the Report, editing, design, proofreading and coordination for printing. Provides assistance in the assessment of Board documents, mostly Reports and Recommendations of the President (RRPs), by identifying areas in Board documents that are relevant and of interest to the Constituency office, discussing with Board colleagues, and relevant staff and external resources as required. Attends, as necessary, pre-Board briefing meetings, Working Group meetings, Board meetings, Informal Board seminars, and other relevant meetings, and reports back to colleagues and capitals. Assists in preparing assessments of larger Board cases by collecting and providing relevant information in Board documents and other sources, for respective capitals and for smaller cases, summary assessments and recommendations to other relevant Suites. Compiles and prepares briefing/progress reports for supervisor as requested. Compiles and assists in the interpretation of statistics, such as on co-financing or volume of contracts for relevant member countries. Prepare the weekly report alongside other Suite assistants, which includes gathering permissions for document sharing, gathering additional information, reviewing OneADB today, among others. e. Office Administration Provides back-up for other assistants as requested. Handles classified information in accordance with security arrangements of ADB and of constituency member governments. Ensures together with the other Assistants the office filing systems and records are properly maintained and updated in accordance with existing ADB and the Constituency office's requirements. f. Others Performs any other duties as may be required and reflected in the incumbent's workplan. You will need: Bachelor's degree At least 5 years of relevant professional experience as executive assistant handling senior executives. Demonstrated ability to manage multiple parallel workstreams with competing deadlines; strong follow-up and stakeholder management skills. Able to work independently and on flexible hours to accommodate time-zone differences of capitals and of constituency member countries. Exemplary planning, coordination and time management skills using MS Outlook and MS Teams. Excellent analytical, written and verbal communication skills in English Thorough understanding or willingness to acquire of ADB organization and in-depth knowledge of ADB's diverse procedures and operations. Excellent administrative and organizational skills, as well as typing, editing and proofreading skills with good attention to details. Advanced computer skills and familiarity with commonly used computer systems, word-processing, spreadsheet, graphics and desktop publishing software used within ADB (proficiency in MS Office Suite [Outlook, Word, Excel, and PowerPoint, SharePoint]). Familiarity in videoconferencing tools (MS Teams, Zoom, Webex). Familiarity with AI-tools is an advantage (CoPilot, Navigator, Genie, etc.) Must be willing to learn new software and willing to be trained. Strong coordination, interpersonal and diplomatic skills to interface effectively and diplomatically with, staff, consultants, clients and other internal stakeholders throughout ADB. Able to work collaboratively within teams as constructive team member. Able to liaise and work effectively with individuals from different cultural/national backgrounds. Ability to make quick procedural decisions and judgments, with a strong sense and respect for confidentiality and privileged information. High attention to detail and quality orientation; ability to remain calm under time pressure. Please refer to the link for ADB Competency Framework for Technical Local Staff level 2. 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.

Responsibilities

Provide high-level administrative and technical support to the Board of Directors, including managing communications, calendars, and logistics. Perform data analysis and research to assist in the preparation of Board proposals and annual reports.