Executive Assistant to the Director and Office Manager

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The Organisation for Economic Co-operation and Development (OECD) is an international organisation comprised of 38 member countries, that works to build better policies for better lives. Our mission is to promote policies that will improve the economic and social well-being of people around the world.  Together with governments, policy makers and citizens, we work on establishing evidence-based international standards, and finding solutions to a range of social, economic and environmental challenges. From improving economic performance and creating jobs to fostering strong education and fighting international tax evasion, we provide a unique forum and knowledge hub for data and analysis, exchange of experiences, best-practice sharing, and advice on public policies and international standard-setting.

The OECD has earned a leading role in international tax issues. The Centre for Tax Policy and Administration (CTPA) is the focal point for the OECD’s work on all taxation issues, both international and domestic, and it works to advance the Strategic Orientations of the Secretary-General, ensuring impact of the OECD tax work in the international governance architecture. The CTPA collaborates with other parts of the Organisation on issues such as the digitalisation of the global economy, tax and climate change, tax and inclusive growth, and the impact of taxation on labour markets and several other multidisciplinary projects. The CTPA also provides the analytical support to the OECD’s Committee on Fiscal Affairs, which consists of senior tax policy and administration officials from OECD countries, Associate and Partner countries and other international and regional tax organisations. It also supports the work of the Inclusive Framework on Base Erosion and Profit Shifting (BEPS), with more than 140 member countries and jurisdictions, and the Inclusive Forum on Carbon Mitigation Approaches (IFCMA).  Through its work, the CTPA enhances the OECD’s global role in standard-setting, building knowledge, communicating with the world and interacting with governments and stakeholders from around the world to inform and influence policy making in the tax area.

The Centre for Tax Policy and Administration (CTPA) is looking for a proactive, experienced and motivated Executive Assistant and Office Manager to work with the Director and ensure the efficient and smooth functioning of the Director’s Office by carrying out a wide range of executive, organisational and administrative tasks including liaising between the Director’s office and the rest of the Centre, with the Office of the Secretary-General, as well as with other Directorates. 

S/he will work under the direct supervision and guidance of the Director.

Main Responsibilities

Executive Support to the Director

• Provide proactive and timely executive assistance to the Director; organise appointments optimizing planning and ensuring co-ordination with the Deputy Directors and with the Office of the Secretary-General (OSG) as necessary. 
• Manage, maintain and co-ordinate the Director’s calendar and electronic agenda, ensuring required information is accurate and up to date.
• Prepare background materials for the Director’s internal meetings, including regular Management team meetings.
• Liaise with the Counsellors team and other Head of Divisions as needed.
• Provide support to senior management in the co-ordination and the implementation of proposed actions.
• Liaise with and organise meetings with high level visitors, permanent delegations and senior management within the Organisation, as well as with external senior-level contacts on behalf of the Director, including in respect of confidential and sensitive issues.
• Liaise with journalists and provide logistical support for interviews in the Director’s Office.

Co-ordination and office management

• Manage and coordinate all aspects of administrative support provided by the Director’s Office.
• Supervise and co-ordinate the work assignments and workflow of the Director’s Office; review communication and information received; prioritise, delegate and disseminate as required.
• Ensure deadlines are met and oversee the overall planning of all administrative activities of the Director’s office.
• Identify issues requiring follow-up by the Director, Deputy Directors, Divisions or counsellors, and recommend actions, ensuring deadlines are met.
• Establish effective record management systems, structured document retrieval systems and workflow management systems.
• Identify and ensure effective implementation of processes to streamline information and document dissemination.
• Follow up on matters which may not require the direct attention of the Director.
• Organise regular Management Team meetings.

Meeting co-ordination

• Oversee the organisation of Committee on Fiscal Affairs (CFA) meetings.
• Draft and format correspondence for the Committee in both official languages of the OECD.  Keep distribution lists up to date, submit documents to O.N.E. Members & Partners, and send documents to translation.
• Ensure the CFA Clearspace and Sharepoint sites are updated on a regular basis. 
• Ensure the Bodies Book is kept up to date for the Committee.

Management

• Supervise and provide guidance to the other assistants to the Director’s Office, assigning responsibilities and managing performance.
• Manage the time keeping for the Director’s office.
• Carry out any other duties, in particular support the Committee Secretary during large meetings and in the Committee Secretary’s absence.

Ideal Candidate Profile

Academic Background

• An advanced university degree in business administration, office management or public administration, and/or other related field.

Professional Background

• Proven relevant experience as a similar executive role in a national or international administration or International Organisation. 
• Very good understanding of political issues and key challenges in multilateral co-operation.

Tools

• Proficiency in the use of Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and the ability to quickly learn the standard range of software packages used in the Organisation and to make optimal use of these tools and new technologies\: e.g eOSG, eCouncil, eShare, Sharepoint, Clearspace, SAP Missions, Event Management System (EMS), Conference Reservation Management System (SRM) and O.N.E.
• Proficiency in remote and hybrid conferencing solutions (e.g. MS Teams and Zoom)

Languages

• Fluency in one of the two OECD official languages (English and French) and good knowledge of the other, with a commitment to reach a very good working level.

Core Competencies

• For this role, the following competencies are particularly important\: Achievement focus, Client focus, Analytical thinking, Drafting skills, Flexible thinking, Organisational Knowledge, Teamwork and Diplomatic sensitivity.
• Please refer to the level 3 indicators of the OECD Core Competencies.

Contract duration

• Eighteen months fixed term appointment, with the possibility of renewal.

What the OECD offers 

• Monthly salary starts from 5.221 EUR, plus allowances based on eligibility, exempt of French income tax.
• Click here to learn more about what we offer and why the OECD is a great place to work.
• Click here to browse our People Management Guidebook and learn more about all aspects relating to people at the OECD, our workplace environment and many other policies supporting staff in their daily life.
• Please note that the appointment may be made at a lower grade based on the qualifications and professional experience of the selected applicant.

Selection Process

For retained candidates, written tests/video-recorded interviews are foreseen in end year 2023 early 2024 and panel interviews are planned for early 2024.

Please note that our Rules and Regulations stipulate that the mandatory retirement age is 65.

The OECD is an equal opportunity employer and welcomes the applications of all qualified candidates who are nationals of OECD member countries irrespective of their racial or ethnic origin, opinions or beliefs, gender, sexual orientation, health or disabilities.

The OECD promotes an optimal use of resources in order to improve its efficiency and effectiveness. Staff members are encouraged to actively contribute to this goal.