Job Description

The International Water Management Institute ( IWMI), a CGIAR Research Center, is seeking a versatile professional to join its headquarters in Battaramulla, Sri Lanka, as the *Executive Assistant to the Director General.

The position provides administrative and coordination support to the Director General, Chief Operating Officer and the Chief of Staff, ensuring the effective operations of the Director General's Office (DGO). The role is responsible for managing the schedule, correspondence, information systems, travel arrangements, and internal coordination for the Direct General and Chief Operating Officer, and for supporting preparation and follow-up on meetings and DGO initiatives. The Executive Assistant ensures the administrative and operational activities are implemented efficiently and in line with office priorities, identifying issues that require attention and ensuring timely follow-up and resolution.

Functional relationship with the Chief of Staff: The Executive Assistant has a formal reporting line to the Director General but coordinates closely with the Chief of Staff to ensure DGO operations are seamless, including through oversight by the Chief of Staff of day-to-day tasking, prioritization and review of outputs.

DUTIES & RESPONSIBILITIES:

Executive Calendar, Communication and Briefings,

• Manage the Director General’s calendar, email flow, and meeting preparations to ensure priorities are addressed, conflicts are resolved, and engagements are supported by timely, high‑quality briefing materials.
• Maintain confidentiality and proper handling of sensitive information, documents, and communications related to the Director General Office.
• Manage the Chief Operating Officer’s calendar and internal coordination.

Correspondence and Documentation,

• Draft, edit, and manage official correspondence, briefing notes, and documentation for internal and external engagements ensuring accuracy, clarity, confidentiality, and professional representation of the Director General’s Office.

Travel and Event Logistics,

• Organize travel arrangements, visas, itineraries, logistics and materials for events, partner engagements and meetings ensuring smooth execution and effective representation of the organization.

Records, Information, and Knowledge Management,

• Maintain structured, secure, and up‑to‑date filing, records, and knowledge systems using approved platforms to ensure accessibility, continuity, and institutional memory.

Board, Retreat, and Workshop Support,

• Organize logistical arrangements for Board meetings, including preparation and compilation of documentation as needed, coordination with contributing units, and distribution of materials.
• Organize logistics, correspondence and documentation to support Board coordination as needed by the Board Secretary.
• Organize arrangements for events, retreats, workshops, and internal meetings organized by the DGO ensuring activities are organized efficiently and delivered according to agreed plans.

Administrative and Financial Processes,

• Process and track expense claims, reimbursements, vendor documentation, and procurement requests to ensure timely financial compliance and accurate administrative records.

Monitoring and Follow-up,

• Monitor progress and follow up on deadlines, actions, and commitments across DGO priorities, administrative processes, and projects to ensure completion, address emerging issues, and maintain effective information flow.

Support to the Chief of Staff,

• Provide substantive administrative and project monitoring support to the Chief of Staff and DGO initiatives to ensure meetings, projects, and institutional priorities progress as planned.

Other Duties,

• Perform other tasks consistent with the role assigned by the Director General or the Chief of Staff.

Requirements

Education, Certifications & Training:

• Bachelor’s degree or equivalent experience in business administration, management, communications, international relations, or a related field.

Experience:

• Significant experience providing administrative support to senior leadership.
• Experience liaising with external partners and stakeholders, overseeing office communications and collaborating across teams.
• Experience organizing databases, cataloging records and maintaining structure documentation to support accessibility and document management protocol.
• Strong organizational, planning, and coordination skills.
• Ability to manage confidential information appropriately.
• Strong written and verbal communication skills in English.
• Proficiency in Microsoft 365 applications and online document management systems.

Language Proficiency:

• Excellent oral and written language skills in English including effective listening and strong verbal and written communication abilities.

Benefits

This is a nationally recruited position and only Sri Lankan nationals will be considered. IWMI offers a competitive salary and benefits package, inclusive of health insurance, life insurance, accidental death and dismemberment (AD&D) insurance, and long-term disability coverage. The duration of the contract will initially be for a period of three years with the possibility of extension.

*Please note that the title Executive Assistant to the Director General is used for advertising purposes only. The official business title will be Executive Liaison Specialist – Office of the Director General.

HOW TO APPLY: Apply for the position by following the application instructions at www.iwmi.org/jobs We will be accepting applications through 24:00 (IST) on July 19, 2026 (applications will be reviewed on a rolling basis). Your application must include a CV, cover letter, portfolio links and three (3) references, which may be contacted if you are shortlisted. Receipt of all applications will be acknowledged, but only short-listed candidates will be contacted.

IWMI believes that diversity powers our innovation, contributes to our excellence, and is critical for our mission. We offer a multi-cultural, multi-color, multi-generational and multi-disciplinary working environment. We are consciously creating an inclusive organization that reflects our global character and our commitment to gender equity. We, therefore, encourage applicants from all cultures, races, ethnicities, religions, sexes, national or regional origins, ages, disability status, sexual orientations, and gender identities.