Overview
Provide high-level administrative and confidential support to the Vice-President, coordinating inter-departmental and inter-management offices administrative activities.
Key Responsibilities
- Coordinate with departments and offices in ADB and inform the Vice President.
- Compile briefing/progress reports for the Vice President.
- Log all communication.
- Monitor progress/status of confidential matters/documents requiring immediate action/attention to ensure completion of required action.
- Respond on behalf of the Vice President to straightforward/routine messages and drafts replies for the supervisor's review.
- Draft messages according to ADB's Handbook of Style and Usage.
- Conduct preliminary review and ensure that all documents for the Vice President are accurate and prepared in compliance with ADB's Handbook of Style and Usage.
- Provide efficient reception services by screening incoming telephone calls, taking accurate messages, dealing with queries from callers and visitors, establishing nature and priority of requirements of unexpected visitors, to ensure that they are attended to and referred promptly to the concerned staff/appropriate party.
- Manage the Vice President's calendar and ensure efficient scheduling across offices and global time zones.
- Scheduling includes prioritization and resolving conflicts of competing demands.
- Respond to internal meeting requests promptly.
- Consolidate information and prepare materials or ensure that the Vice President has received the relevant documents for the meeting/briefing/mission.
- Coordinate travel arrangements including arranging mission schedules, obtaining visas, scheduling flights, booking hotel accommodations, preparing travel documents, and drafting itineraries.
- Process Mission Authorization Requests.
- Travel Requests and Authorization (TRA), and Request for Reimbursement-Business Travel (RRBT) in Concur.
- Ensure the smooth flow of the administrative and logistical operations and requirements of the Vice President's office.
- Maintain a complete and organized e-filing system in SharePoint.
- Monitor document workflow and follows up.
- Monitor leaves, attendance, overtime use, and staff mission.
- Maintain an organized office setup.
- Perform any other tasks as may be required and reflected in the EA's work plan.
Required Experience
- At least 5 years of relevant professional experience.
- Experience working with individuals from different cultural/national backgrounds.
Qualifications
Bachelor's degree in business administration, commerce, management, accounting, or other relevant discipline.
