Job Description

Would you like to join the leading international intergovernmental organization?

In this role, you will serve as the operational backbone of the front office. You will manage business administration services, including time and diary management for individual senior managers and leadership teams. You will filter and prioritize meeting requests, handle sensitive and confidential information with appropriate judgment, and ensure that managers have the information and resources needed to support ongoing processes and changes.

Responsibilities:

Business administration

• Manages the delivery of business administration services.

• Manages time and diary for individual senior managers and leadership teams.

• Filters and prioritises meeting requests.

• Handles sensitive, confidential information.

• Ensures managers have the information and resources needed to support ongoing processes and changes in processes.

Calendaring

• Creates multi-level and repeating tasks for self and others.

• Manages multiple calendars using features such as 'show through' and adding tabs.

• Helps others understand the wide range of functions available with calendaring software.

• Adds notes, attachments or reminders to tasks or appointments for self and others.

• Prints using varied and complex setup, designs and page combinations.

• Compares and contrasts functionality among different releases.

Desktop Tools

• Consults others on the use and interconnectivity of the tools.

• Participates in some advanced functions of at least one product.

• Participates in evaluation of new office support tools.

• Determines which office products can interact and how to share data.

• Performs first-level problem resolution tasks.

• Works with all kinds of office support software to finish complex tasks.

Office Administration

• Organizes and coordinates large meetings and conferences.

• Contributes to office administration improvements and best practices.

• Consults on a full spectrum of enterprise office administration activities.

• Designs office administration functions and workflow.

• Monitors industry and marketplace trends and directions for office administration.

• Monitors effectiveness of support staff; recommends improvements.

General Computer Competencies

• Manipulates files within different folders, directories, partitions, drives, etc.

• Conducts the use of keyboard and pointing devices such as a mouse or a track ball.

• Opens, closes, sizes and moves windows on a desktop.

• Performs basic file management tasks like open, close, name, save, print.

• Uses menus, toolbars, buttons and other basic GUI (graphic user interface) applications.

E-Mail Software

• Selects appropriate e-mail functions such as in-box, mail sent, drafts, trash, etc., to retrieve and store mail.

• Follows proper procedures and conventions to retrieve, create, send and store mail in accordance with organizational regulations.

• Performs basic editing functions such as copy, paste, find and replace.

• Explains the use of features including address books, distribution lists, and bulletin boards.

• Uses all basic mail handling features such as reply, forward and carbon copy(cc).

Essential Qualifications & Experience:

• Higher vocational training in a relevant discipline with 3-years post-related experience. Or a secondary educational qualification with 5-years post-related experience.

• Proven ability to build relationships with a variety of stakeholders.

• Proven experience in working independently and applying appropriate judgement when handling confidential materials.

• Experience in drafting accurate and concise minutes.

• Experience in the application of strong planning, analytical and problem-solving skills.

• Previous experience in providing guidance and applying leadership skills when working with junior administrative assistants.

If you've read the description and feel this role is a great match, we'd love to hear from you! Click "Apply for this job" to be directed to a brief questionnaire. It should only take a few moments to complete, and we'll be in touch promptly if your experience aligns with our needs.