Senior Secretariat Assistant

As a Senior Secretariat Assistant, you will provide secretariat support to Board meetings, Board Weeks, informal Board sessions (IBS), and other Board-related meetings.

You will:

• Coordinate logistics for Board meetings and IBS, including arranging room set-up (audio/visual), managing attendance, preparing materials for the Chair (seat plan, attendance), food reservations, directing audio-visual flow and movements, monitoring speaking time and order, handling urgent issues, and coordinating transcription requirements.
• Help organize IBS by advising departments on requirements and guidelines, monitoring deadlines for submitting presentations, and circulating invitations and materials. Ensure presentations and IBS summaries comply with format, length, and sensitivity checks, ADB’s Handbook of Style and Usage, and other clearance tools before circulating to the Board for comments.
• Coordinate logistics for Board Week sessions, including preparing and circulating invitations and materials, arranging room set-up (audio/visual), managing attendance, food reservations, directing audio-visual flow and movements, handling urgent issues, and coordinating transcription requirements.
• Respond to Board and Management inquiries about attendance at Board meetings and sessions.
• Contribute to the development and implementation of the Board Information System. Manage relevant sections of the eBoard.
• Provide research support on historical information and precedents for Board meetings and IBS arrangements.
• Participate in the review and research for process improvements, including Board operations and information services.
• Help organize the Annual Meeting of the Board of Governors and other SEC events.
• Provide administrative support to Board Committee meetings.
• Support the department’s knowledge management activities and other projects assigned by the Assistant Secretary.
• Undertake other tasks as assigned by the designated Technical International staff.

Qualifications:

You will need:

• Bachelor’s degree in business administration, communications, or related fields.
• At least 5 years of relevant professional experience.
• Work collaboratively within teams as a constructive team member and coordinate across teams.
• Demonstrated client orientation; sensitized to working in a diverse and multicultural environment.
• A high degree of integrity in handling confidential matters. Proficient in standard software programs used in multilateral organizations

Source: https://www.adb.org/careers/250030