Executive Assistant, ADG IPSD

PURPOSE

• Create, organize and manage complex schedules for the Assistant Director-General (ADG) balancing priorities, avoiding conflicts and ensuring timeliness of responses
• Oversee and manage communication logs including approvals, memos and letters 
• Record minutes of Divisional meetings
• Centrally coordinate the preparation for ADG’s mission, including a mission package, flight and hotel arrangements, visas, expense reimbursements and other assignments requested by ADG from time to time
• Consolidate and align the briefing information for ADG’s programs and activities;
• Prepare all briefing material before management team meetings, coordinate and organize schedules, and make logistical arrangements ahead of the meeting
• Format documents, manage electronic signatures, keep records and manage an organized file management system that is available to the ADG for review
• Manage the logistics of organizing interviews and recruitment panels
• Coordinate and the point person for the ADG’s external guests and visitors, including liaising with external parties in the coordination and lead up to meetings

ENGAGEMENT

• Review, identify issues and consult with relevant departments/units on approvals including Travel, ERP, Finance, Procurement, HR, Memorandum, Letters and other business areas required;
• Advise the Division on changes/updates/protocols of the abovementioned GGGI policies if needed in consultation with relevant departments/units
• Align Division retreats/workshops logistics preparation in consultation with other teams, gain overall understanding of objectives and design of the program, identifying possible venues and accommodation, receiving quotations, organizing all briefing materials and stationery, raising procurement
• Prepare logistic notes and guidance for the participants to prepare their trip in accordance with GGGI’s policy and provide on-site support at the workshop
• Manage division-wide event calendars and mission & leave calendars for efficient planning of division wide meetings/events

DELIVERY

• Manage the logistical arrangement for IPSD and relevant strategic workshops and/or integration gatherings
• Collaborate with other functions of GGGI to improve the delivery of integration between IPSD and other teams
• Monitor the Office of the Assistant Director-General and Division activities to deliver the consistent provision of quality service operation-wide
• Assess internal procedures and identify areas where improved efficiencies are possible
• Translate from Korean to English from time to time

REQUIREMENTS

QUALIFICATIONS

• Education: Minimum, bachelor’s degree in business, management, or other relevant fields

• Experience: Minimum 5 years of relevant experience in, preferably in a global organization

• Languages: Proficiency in written and spoken English is a must. 

FUNCTIONAL

• Ability to pay attention to details while not losing the sight of a big picture

• Good communication skills, and able to articulate writing and orally in English;

• Fluency in the standard Office IT system (IT savvy), and office software; familiarity with HR aspect of Enterprise Resources Planning is a plus

• Ability to adapt in the evolving organizational cultures, dynamic, robust and flexible

CORPORATE 

Behavioral competency: 

• A good team worker

• Client focus orientation

• Professionalism

• Discretion and respect for confidentiality

• Empathy and flexibility