Senior Secretariat Officer (Base in Beijing)

Asian Infrastructure Investment Bank; Hong Kong; On-site; HKD 800,000 - 1,600,000; Full time

Job summary

The Asian Infrastructure Investment Bank (AIIB) seeks a Senior Secretariat Officer to strengthen Board operations and governance support services. The role provides senior-level operational, coordination, and governance support for Board meetings, governance documentation, and records management, with an emphasis on continuous process improvement.

You will coordinate meetings, review documents, and ensure timelines and standards are met while serving as a liaison between Board members,

Qualifications

• 8-10 years of relevant professional experience in secretariat operations, governance support, executive coordination, Board operations, or related institutional functions.
• Advanced university degree in public administration, international relations, law, business administration, governance, political science, or a related field.
• Experience in multilateral development banks, international organizations, or similar institutions is highly desirable.
• Strong understanding of governance frameworks, Board procedures, and institutional decision-making processes.
• Experience coordinating high-level meetings and managing sensitive governance documentation.
• Familiarity with digital collaboration tools, document management systems, and workflow platforms.
• Strong analytical, drafting, organizational, and interpersonal skills.
• Ability to manage multiple priorities and work effectively under tight deadlines.
• Excellent written and verbal communication skills in English.

Responsibilities

• Coordinate the preparation and organization of Board and Board Committee meetings, including agendas, schedules, documentation, and logistical arrangements.
• Review and manage Board documentation to ensure accuracy, completeness, consistency, and compliance with institutional procedures and timelines.
• Support the preparation of Board minutes, summary records, decisions, and follow-up action tracking.
• Serve as a focal point for communication and coordination between Board members, management, and relevant business units on Board-related matters.
• Monitor the workflow and submission process for Board documents, and provide guidance to internal stakeholders on procedural requirements.
• Maintain official governance records, archives, and document management systems in accordance with institutional standards.
• Support the implementation and enhancement of digital tools and platforms related to Board operations and Secretariat functions.
• Identify opportunities to improve governance processes, workflow efficiency, and information management practices.
• Assist in the development and updating of Secretariat procedures, operational guidance, and user materials. Provide recommendations for process improvements and operational enhancements.
• Support onboarding and orientation activities for Board officials and new Secretariat staff, as required.
• Prepare reports, briefing notes, presentations, and analytical materials related to Board operations and governance activities.
• Coordinate with IT and other support teams on operational and system-related matters affecting Board operations.
• Perform other related duties as assigned by the supervisor.

Skills

Governance coordination

Board operations

Secretariat experience

Stakeholder management

Documentation

Education

Advanced degree in public administration

International relations

Law

Business administration

Governance

Political science

Job description

Senior Secretariat Officer The Asian Infrastructure Investment Bank (AIIB) is a multilateral development bank whose mission is financing Infrastructure for Tomorrow in Asia and beyond - infrastructure with sustainability at its core. We began operations in Beijing in 2016 and have since grown to 111 approved members worldwide. We are capitalized at USD100 billion and AAA-rated by the major international credit rating agencies. Collaborating with partners, AIIB meets clients' needs by unlocking new capital and investing in infrastructure that is green, technology-enabled, and promotes regional connectivity.

The Corporate Secretariat is a focal point for communications among the Board of Directors, AIIB's management team and its shareholders.

The office is charged with the following responsibilities:

• To plan and organize the Annual Meetings, Board-related meetings, retreats, International Advisory Panel (IAP) meetings and Board visits and consultation trips.
• To manage the process for the election and appointment of the President, Vice Presidents, Board members, Committee chairs and members and IAP members.
• To manage the process for admitting new shareholders to AIIB.
• To monitor corporate governance developments and assist the Board of Directors in tailoring governance practices to meet the needs and expectations of AIIB's shareholders.

AIIB seeks to engage a Senior Secretariat Officer to strengthen the management and delivery of Board operations and governance support services.

The role will provide senior-level operational, coordination, and governance support for Board operations and related Secretariat functions. The Senior Secretariat Officer will contribute to the efficient planning and execution of Board meetings and committee activities, ensure high standards in governance documentation and records management, and support continuous improvement in Secretariat processes and systems.

Responsibilities:

• Coordinate the preparation and organization of Board and Board Committee meetings, including agendas, schedules, documentation, and logistical arrangements.
• Review and manage Board documentation to ensure accuracy, completeness, consistency, and compliance with institutional procedures and timelines.
• Support the preparation of Board minutes, summary records, decisions, and follow-up action tracking.
• Serve as a focal point for communication and coordination between Board members, management, and relevant business units on Board-related matters.
• Monitor the workflow and submission process for Board documents, and provide guidance to internal stakeholders on procedural requirements.
• Maintain official governance records, archives, and document management systems in accordance with institutional standards.
• Support the implementation and enhancement of digital tools and platforms related to Board operations and Secretariat functions.
• Identify opportunities to improve governance processes, workflow efficiency, and information management practices.
• Assist in the development and updating of Secretariat procedures, operational guidance, and user materials. Provide recommendations for process improvements and operational enhancements.
• Support onboarding and orientation activities for Board officials and new Secretariat staff, as required.
• Prepare reports, briefing notes, presentations, and analytical materials related to Board operations and governance activities.
• Coordinate with IT and other support teams on operational and system-related matters affecting Board operations.
• Perform other related duties as assigned by the supervisor.

Requirements:

• Minimum 8-10 years of relevant professional experience in secretariat operations, governance support, executive coordination, Board operations, or related institutional functions.
• Advanced university degree in public administration, international relations, law, business administration, governance, political science, or a related field.
• Experience working in multilateral development banks, international organizations, or similar institutions is highly desirable.
• Strong understanding of governance frameworks, Board procedures, and institutional decision-making processes.
• Demonstrated experience in coordinating high-level meetings and managing sensitive governance documentation.
• Familiarity with digital collaboration tools, document management systems, and workflow platforms.
• Strong analytical, drafting, organizational, and interpersonal skills.
• Ability to manage multiple priorities and work effectively under tight deadlines.
• Excellent written and verbal communication skills in English.

AIIB is committed to diversity, transparency, and inclusion. We believe our strength comes from having a team with the right diverse skills, experiences, and abilities selected through a merit-based competitive process. We actively encourage applications from people from both within and outside AIIB members, regardless of nationality, religion, gender, race, disability, or sexual orientation.

Join in AIIB's mission to promote sustainable infrastructure investments and to improve social and economic outcomes in Asia and beyond.

Previous experience and qualifications will determine the grade and job title at which successful applicants will enter AIIB.

ALL CURRENT VACANCIES * Closing Date: All opportunities close at 11:59 p.m. (GMT+8) on the dates listed.

** Job Type: Recruitment of staff is conducted through a merit-based competitive selection process. AIIB shall strive to provide employment opportunities open to all suitably qualified applicants, regardless of religion, gender, race, disability, sexual orientation or nationality.