EXECUTIVE ASSISTANT

Under the guidance and direct supervision of the Assistant Director-General for Culture (ADG/CLT), the incumbent provides substantive and administrative support services to the ADG/CLT through the efficient and discreet management of information and documentation, organization of/preparation for meetings and follow-up on actions. This involves direct contact with staff, managers and high-ranking officials within and outside the Organization.

In particular, s/he will\:

• Take full responsibility for the schedule of the ADG/CLT; arrange appointments and maintain the agenda of the ADG/CLT; serve as first point of contact and liaison with senior officials; receive visitors (often high-ranking); screens telephone calls and answer enquiries; prioritize and resolve competing demands, organize travel and missions of the ADG/CLT.
• Organize the work of the Office of the ADG/CLT with respect to communications and workflows; coordinate and follow-up effectively and efficiently; facilitate interaction and information flow; identify and bring sensitive, complex and urgent matters to the attention of the ADG/CLT; disseminate and provide information and guidance to staff at all levels within the Sector.
• Organize and take full responsibility of the smooth and efficient running of the Office of the ADG/CLT, establishing and improving procedures, tracking and filing systems for correspondence and documents, proposing deadlines; monitor work progress and cases of priority and concern to the ADG/CLT; organize high-level meetings ensuring the production and distribution of documentation, note taking and minutes.
• Research, compile and summarize materials in preparation of reports, briefings, speeches; scan information sources to identify issues of interest to the ADG/CLT; prepare materials and presentations for official trips/special meetings; independently handle a wide range of complex information requests and queries; draft responses to a diverse, high-level and wide range of correspondence and other communications.
• Follow-up on the preparation by staff of reports, correspondence, briefing notes and other documents for the ADG/CLT; exercise quality control function for the outgoing documents; prepare correspondence for the signature of the ADG/CLT, make informal translations, as applicable, as well as contribute and maintain elements within the digital and shared institutional memory of the Culture Sector.

Education

• Completed secondary, technical and/or vocational education.

Work Experience

• At least ten (10) years of relevant work experience in secretarial, administrative or related tasks in an international professional environment.
• Experience working for a supervisor with senior managerial responsibility and/or high-level officials is required.

Skills and competencies

• Excellent interpersonal and communication skills.
• Excellent drafting skills in English or French and ability to make synthesis.
• Excellent organizational and coordination skills.
• Good time management skills.
• Capacity to deal efficiently and tactfully with different partners/institutions and other stakeholders at all levels in a multicultural environment.
• Ability to work under pressure, to deal with complex and sensitive situations and flexibility to adjust work schedules.
• Ability to set priorities and to organize work independently based on established guidelines and general direction from the ADG/CLT.
• Sense of diplomacy, discretion and professional integrity.
• Excellent IT skills (Outlook, Word, Excel, PowerPoint).

Languages

• Excellent knowledge of either English or French and very good knowledge of the other language.