Senior Administrative Coordinator/Lead Administrative Coordinator - SECAI

International Monetary Fund; United States; On-site; USD 85,000 - 120,000; Full time

Job summary

The International Monetary Fund is seeking a Senior/Lead Administrative Coordinator to provide high-level administrative support to the Secretary and front office. You will supervise junior staff, maintain calendars, and coordinate space, travel, and Board-related activities.

Ideal candidates bring at least eight years of relevant experience, superb drafting and organizational skills, and the ability to interact with high-level stakeholders in a fast-paced environment.

Qualifications

• High school diploma or equivalent with at least eight years of relevant experience.
• Internal candidates must meet mobility requirements.
• Ability to lead, adapt quickly, be a critical thinker with a strong work ethic.
• Excellent drafting, administrative and organizational skills.
• Experience in organizing and coordinating high-impact activities.
• Ability to work under pressure with short deadlines and heavy workload.
• Independent judgment and discretion with sensitive information.
• Excellent written and verbal communication with internal and external stakeholders.
• Knowledge of IMF administrative practices; board processes a plus.
• Flexibility to work beyond in-office requirements when necessary.
• Collaborates well with colleagues, shows empathy and emotional intelligence.

Responsibilities

• Support the Secretary with daily administrative and operating decisions to ensure efficient services.
• Manage the Secretary’s calendar and briefing materials.
• Liaise with internal and external stakeholders, including high-level delegations.
• Train junior staff and provide technical guidance on complex issues.
• Assist junior coordinators in meeting performance expectations.
• Maintain confidential records and information.
• Answer requests for information about department functions and procedures.
• Oversee front office workflow and interdepartmental reviews for SEC.
• Proofread and edit documents for IMF procedures and guidelines.
• Coordinate travel for the Secretary and senior staff and board retreat logistics.
• Provide run-up support for Annual and Spring Meetings.
• Act as a backup to other coordinators when needed.

Skills

Drafting

Organizational skills

Communication

MS Word

MS Excel

PowerPoint

Discretion

Leadership

Stakeholder mgmt

Education

High School Diploma

Job description

Work for the IMF. Work for the World. The Secretary’s department is seeking to hire a qualified Senior/Lead Administrative Coordinator.

Reporting to the Secretary, the selected candidate will provide high level administrative support, handling a wide range of responsibilities. The selected candidate will coordinate the work of the front office by independently maintaining systems that track documents, implement administrative processes, support mission or project teams, and interpret and reinforce Fund policies for staff members with sound judgment and utmost discretion. Additionally, the Senior/Lead Administrative Coordinator supervises junior staff and serves as a resource for technical and administrative guidance. Participates in Fund-wide administrative committees and working groups, including those for technology reviews. Serves as the departmental focal point for office-space matters, coordinating space requests, office moves and related requirements with CSF.

Major Duties and Responsibilities

• Supports the Secretary by making daily administrative and operating decisions to ensure the efficient provision of support services throughout the department.
• Manages the Secretary’s calendar, including scheduling meetings and requesting briefing materials.
• Liaises with internal and external stakeholders, including high-level delegations meeting with the Secretary.
• Trains junior staff, assigns and reviews the progress and accuracy of work, and provides technical guidance on more complex issues within the Office.
• Assists junior coordinators in meeting performance expectations.
• Maintains records and information, including information of a highly confidential nature.
• Independently answers requests for general information related to the function and/or procedures of the department.
• Manages the workflow of the front office, including handling the interdepartmental review process for SEC.
• Proofreads and edits documents to ensure compliance with IMF administrative procedures and guidelines.
• Manages travel arrangements for the Secretary and senior staff in his office, including taking a leading role in the administrative aspects of the Board retreat.
• Provides administrative support in the run-up to and during the Annual and Spring Meetings.
• Acts as a backup to other administrative coordinators, if needed.

Minimum Qualifications

• Educational development, typically acquired by the completion of a high school diploma, or equivalent, supplemented by a minimum of eight (8) years of relevant experience, is required.
• Internal candidates must have met mobility requirements.
• Ability to lead, adapt quickly, a critical thinker, with a strong work ethic.
• Excellent drafting, administrative, and organizational skills.
• Experience in organizing, coordinating, and managing high-impact activities.
• Ability to work well under pressure, managing short deadlines and a complex and demanding workload.
• Independent judgment and discretion in handling sensitive and confidential information.
• Excellent communication skills, both written and verbal and can communicate with all stakeholders, internal (Fund/Bank/Board) and external (Member Countries) at all levels.
• Comprehensive knowledge of the IMF's administrative practices and procedures, including exposure to Board processes or experience in a similar position would be a plus.
• Flexibility to work in the office beyond the minimum in-office requirement, as business needs require, and to work overtime at short notice when necessary.
• Collaborates well with colleagues, shows empathy, high emotional intelligence and strong interpersonal skills.
• Strong drive for results and innovation.
• Excellent knowledge of Word, Excel and PowerPoint.
• A regular staff member who is selected to fill the vacancy will maintain its open-ended status.
• Staff members already on a term appointment will continue their current term but may receive an extension provided that their current term appointment has not already been extended.
• Candidates need to have passed the IMF Staff Assistant exam to be considered.
• Only candidates who are currently residing in the Washington DC metro area will be considered.
• This vacancy shall be filled by a 3-year Term appointment in accordance with the Fund’s employment rules that took effect on May 1, 2015.
• Department: SECAI Secretary's Department
• Immediate Office Hiring For: A06, A07
• The IMF is guided by the principle that the employment, classification, promotion, and assignment of staff shall be made without discrimination against any person. We welcome requests for reasonable accommodations for disabilities during the selection process. Information on how to request accommodations will be provided during the application process.

The IMF works to foster global monetary cooperation, secure financial stability, facilitate international trade, and promote high employment and sustainable economic growth. Our work on the macroeconomic benefits of challenges such as empowering women, modernizing the global trading system, and wage inequity, provides new ideas to safeguard the stability of the international monetary and financial system and addresses the world's most pressing macroeconomic and financial issues. Our 3,100 dedicated employees are leaders in their fields and collaborate to address the needs of our members and make a meaningful, positive difference to lives across the globe.