Personal Assistant to the Executive Director IEA
Personal Assistant to the Executive Director IEA(
Job Number:
08169)Description
Under the supervision of the Executive Director, the main responsibility of the post holder will be to act as Personal Assistant to the Executive Director to support him/her in his/her leadership role and to facilitate communications between the Office of the Executive Director, the IEA Directorates, Offices and external stakeholders and liaison with the OECD. The Personal Assistant is a key member of the team that supports the Executive Director and the Deputy Executive Director. S/he will work in a team with the B5 Assistant in the Office of the Executive Director and in close collaboration with the Chief of Staff, the staff of the Agency, members of the IEA Governing Board and the Energy Advisors.
Main Responsibilities
1. Management of the Office of the Executive Director
- Co-ordinate the Executive Director’s activities. Manage the Executive Director’s correspondence and ensure that it is passed to the appropriate person for action and follow up.
- Act as an initial point of contact, and ensure the liaison, between the Executive Director and IEA staff, the OECD, representatives from Member countries and visitors.
- Compile files and background information to support the Executive Director in the execution of his/her role, establish and maintain the appropriate filing and information systems.
- In the absence of the Executive Director, prioritise and filter communications to ensure that s/he is kept appropriately informed of matters requiring the urgent personal attention of the Executive Director.
2. Executive Director’s Diary
- Manage the Executive Director’s calendar of activities. Maintain a calendar of global energy events to ensure the IEA’s visibility and presence at an appropriate level in the wider energy debate.
- Organise and make all practical arrangements for the Executive Director’s and Special Advisor’s travel with particular attention to protocol. Compile briefing materials, speaking notes and presentations as appropriate.
- Co-ordinate media activities for the Executive Director in collaboration with the Communication and Information Office, and the staff of the Executive Office in order to promote the work of the Agency and its objectives, with special attention to presentation and production of information for journalists. Assess/filter requests from the media and the public for the rest of the Agency. Identify appropriate speakers or representatives within the Agency for external events in liaison with the Communciation and Information Office and the Head of Staff.
3. General administration and staff management
- Contribute to the smooth running of the Office of the Executive Director. Keep work assignments and priorities under constant review.
- Cover for the B5 Assistant when absent.
- Participate in Agency initiatives to improve administrative and secretarial practice. Assist in the selection and training of new secretarial staff.
Candidate’s profile
- Good secondary education and training as executive secretary. At least ten years’ experience as an Executive Assistant to a senior manager in the public or private sector.
- Excellent knowledge of protocol.
Languages
- Excellent knowledge of English written and spoken. Very good knowledge of French.
Key Competencies
- Excellent knowledge of administrative rules and procedures and of the structure and functioning of the Agency, its Governing Board and Committees.
- Excellent organisational and managerial skills.
- First rate interpersonal and inter-cultural skills.
- Good information technology skills.
Contract Duration
3 years What we offer
The appointment may initially be made at the level immediately below if the qualifications and professional experience of the selected applicant correspond to that level; in this case, the duties and responsibilities assigned will be adjusted accordingly.
Salary Information
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