Executive Assistant

Asian Development Bank (ADB); Manila; On-site; PHP 900,000 - 1,300,000; Full time

Benefits offered by this job

Paid leave

Medical and health benefits

Life and other insurance plans

Staff development

Retirement plan

Job summary

Asian Development Bank (ADB) seeks an Executive Assistant to provide high-level administrative support to the Director General, Corporate Services Department, based at the Manila headquarters. You will coordinate inter-departmental activities, manage confidential matters, and ensure adherence to ADB standards.

Responsibilities include document flow, correspondences, schedule management, travel and event arrangements, and mentoring junior admins.

Qualifications

• Bachelors degree in finance, business administration, public administration, or related disciplines.
• At least 5 years’ work experience as an executive assistant to senior management or other relevant administrative support experience.
• Proficient in the use of relevant computer-based programs and applications including databases such as Oracle, Outlook, and SharePoint and the use of document tracking systems.
• Familiarity with travel platform such as Concur and video conferencing tools such as MS Teams, and Zoom.
• Familiarity with operational and administrative procedures and full understanding of the interactions between the organization’s different work areas and workflows
• Demonstrate the ability to manage confidential and urgent matters.
• Demonstrate good coordination and can work with individuals from different cultural/national backgrounds.
• Liaise and work with staff within their own work location and throughout ADB and able to work with teams as a constructive team member.
• Excellent command of written and verbal communication skills in English.
• Please refer to link for ADB Competency Framework for Technical LocalGrade TL3.

Responsibilities

• Coordinate with the front office staff for all divisions under CSD on document flow administrative practices, and completion of internal and external commitments.
• Ensure correspondences and documents are accurate, complete, and prepared following ADB standards.
• Manage incoming and outgoing correspondences and ensure distribution, review, and action.
• Draft or respond to routine correspondence on behalf of Director General and assist with more complex communication.
• Manage the Director Generals schedule, including meetings, travel, accommodation, and event arrangements. Provide administrative support, including screening calls, responding to queries, and coordinating logistical requirements for department activities.
• Handle confidential matters and monitor documents requiring urgent attention and action.
• Communicate the Director Generals instructions to concerned staff and monitor completion of the required actions.
• Maintain organized filing systems and records and prepare briefing, progress, and work program reports for Director General.
• Provide guidance to other administrative assistants on work procedures, guidelines, formats, and other general administrative practices of the department.
• Perform other duties as may be required and reflected in your work plan.

Job description

Job Description:

Join Our Mission to Foster Prosperity in Asia

Are you ready to make a lasting impact on the future of Asia and be a catalyst for positive change? We are thrilled to offer a unique opportunity to become an important part of the prestigious Asian Development Bank (ADB). At ADB, our mission is simple yet powerful: to alleviate poverty and promote sustainable development in the Asia-Pacific region.

Organizational Setting and Reporting Relationship

The position of Executive Assistant is assigned to the Office of Director General (CSOD) within the Corporate Services Department (CSD). You will be based at our Headquarters in Manila, Philippines.

You will report to the Director General.

Your Role

As an Executive Assistant, you will provide high-level administrative and confidential support to the Director General, CSD, coordinating inter-departmental administrative activities.

You will:

• Coordinate with the front office staff for all divisions under CSD on document flow administrative practices, and completion of internal and external commitments.


• Ensure correspondences and documents are accurate, complete, and prepared following ADB standards.


• Manage incoming and outgoing correspondences and ensure distribution, review, and action.


• Draft or respond to routine correspondence on behalf of Director General and assist with more complex communication.


• Manage the Director Generals schedule, including meetings, travel, accommodation, and event arrangements. Provide administrative support, including screening calls, responding to queries, and coordinating logistical requirements for department activities.


• Handle confidential matters and monitor documents requiring urgent attention and action.


• Communicate the Director Generals instructions to concerned staff and monitor completion of the required actions.


• Maintain organized filing systems and records and prepare briefing, progress, and work program reports for Director General.


• Provide guidance to other administrative assistants on work procedures, guidelines, formats, and other general administrative practices of the department.


• Perform other duties as may be required and reflected in your work plan.

You will need:

• Bachelors degree in finance, business administration, public administration, or related disciplines.


• At least 5 years’ work experience as an executive assistant to senior management or other relevant administrative support experience.


• Proficient in the use of relevant computer-based programs and applications including databases such as Oracle, Outlook, and SharePoint and the use of document tracking systems.


• Familiarity with travel platform such as Concur and video conferencing tools such as MS Teams, and Zoom.


• Familiarity with operational and administrative procedures and full understanding of the interactions between the organization’s different work areas and workflows


• Demonstrate the ability to manage confidential and urgent matters.


• Demonstrate good coordination and can work with individuals from different cultural/national backgrounds.


• Liaise and work with staff within their own work location and throughout ADB and able to work with teams as a constructive team member.


• Excellent command of written and verbal communication skills in English.


• Please refer to link for ADB Competency Framework for Technical LocalGrade TL3.

Benefits

ADB offers competitive compensation and a comprehensive benefits package. The salary will be based on ADB’s standards and comparator markets, taking into account your qualifications and experience.

• Paid leave (including parental)


• Medical and health benefits


• Life and other insurance plans


• Staff development


• Retirement plan

Additional Information

This appointment is open to internal and external applicants. This is a fixed term appointment with option to renew, initially for a period of up to 3 years, or up to the Normal Retirement Date (NRD), whichever comes earlier, for the purpose(s) and conditions determined by ADB, in accordance with Administrative Order No. 2.01 (Recruitment and Appointment). After the initial fixed-term period, ADB may choose to renew the appointment for up to an additional 3 years or not renewed. This decision will be made in the overall interest of ADB, based on factors including but not limited to the requirement of Staff’s particular blend of skills and experience for the medium-term work program of the organizational unit, sufficient funding to cover the renewed period, and Staff’s performance and suitability for employment. There is no limit to the number of renewals up to NRD. However, this appointment is not convertible to a regular appointment.

About Us

ADB is a leading multilateral development bank supporting inclusive, resilient, and sustainable growth across Asia and the Pacific. Working with its members and partners to solve complex challenges together, ADB harnesses innovative financial tools and strategic partnerships to transform lives, build quality infrastructure, and safeguard our planet. Founded in 1966, ADB is headquartered in Manila and owned by 69 members—50 from the region.

ADBonlyhiresnationalsofits 69 members.

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ADB seeks to ensure that everyone is treated with respect and given equal opportunities to workinaninclusiveenvironment.ADBencouragesallqualifiedcandidatestoapplyregardless of their racial, ethnic, religious and cultural background, gender, sexual orientation or disabilities. Women are highly encouraged to apply.

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