Executive Assistant, Director-General’s Office

ORGANISATIONAL CONTEXT

The position is based in the Executive Office within the Director-General's Office (DGO), which supports the Director-General in carrying out all internal and external responsibilities in line with IDLO's strategic goals. Working as part of this small professional team, the incumbent will provide administrative and logistical support to the Director-General.

THE POSITION

Under the direct supervision of the Head of the Executive Office, the Executive Assistant supports the work of the Executive Office through information management, research and review of relevant documents; administrative and logistical support to ensure smooth function of the Executive Office:

In particular, the Executive Assistant is responsible for the following duties:

• Provide logistical and administrative support to the Director-General;
• Support calendar management;
• Draft and manage communications from the Director-General, including managing the correspondence log, ensuring efficient and timely flow of information;
• Organise and follow up on official travel by the Director-General;
• Ensure appropriate approval processes have been followed for all documents requiring the signature of the Director-General;
• Manage the Director-General's list of high-level contacts;
• Maintain and update the Office's filing system to ensure sound organisation of
• documents and easy access and retrieval of data;
• Participate in meetings and draft minutes, as needed;
• Assist with research, reviewing and preparing briefings;
•  Provide ad hoc support to the Director-General for specific requests as needed.

IDEAL CANDIDATE PROFILE

Education and Experience

• A graduate degree in Public Administration, Political Science, International Relations, Law, or a similar field is required.
• Minimum 1-4 years of relevant professional experience, preferably within international and/or multilateral organisations.
• Previous experience in a Front Office environment or support function for a senior official is required.

Specific knowledge, skills and behavioural competencies

 As a member of DGO, an important function of the position is to represent the Director-General with tact and diplomacy both internally and externally and to help people solve problems within the scope of the position.

•  Strong interpersonal skills, including tact, patience, and discretion in dealing with a broad range of people.
•  Experience in scheduling and organising in-person and virtual meetings and conferences.
•  Strong IT skills and knowledge of Microsoft Office (Word, Excel, PowerPoint, Access, Outlook, Teams), Adobe PDF and virtual meeting software (Zoom, Webex).
• Strong organisational skills and a track record of managing multiple and competing priorities successfully and professionally, with minimal supervision.
• Excellent verbal and written communication skills in English. Proficiency in other languages is highly advantageous.

TERMS AND CONDITIONS

For this locally recruited fixed-term support position, IDLO shall offer the selected candidate a Fixed Term contract for 24 months, with the possibility of extension, subject to performance and funding availability. IDLO shall offer a yearly basic salary of  up to €32,000 ( depending on experience levels) and a benefits package including provident fund contribution, medical insurance, and leave entitlements in accordance with IDLO Employee Regulations and Rules.

Salaries paid by IDLO to employees are exempt from taxation in Italy. IDLO employees are responsible for compliance with income tax laws of their country of nationality or residence and/or any other relevant fiscal jurisdiction.

IDLO is an Equal Opportunity Employer and values diversity in all areas of its operations. We welcome applications of qualified and diverse candidates. IDLO is committed to achieving a 50/50 gender balance at all levels within its workforce. Female candidates are strongly encouraged to apply for IDLO vacancies.

IDLO does not tolerate sexual exploitation or abuse, any kind of harassment, including harassment of a sexual nature or discrimination. As such, IDLO will conduct careful reference and background checks of all selected candidates as part of its selection process.

The above statements are intended to describe the general nature and level of the work being performed by the employee assigned to this work. This is not an exhaustive list of all duties and responsibilities.

The Director-General of IDLO reserves the right to amend and change responsibilities or even to cancel the recruitment to meet business and organisational needs as necessary.

DISCLAIMER

The above statements are intended to describe the general nature and level of the work being performed by the employee assigned to this work. This is not an exhaustive list of all duties and responsibilities.