Executive Assistant

Join Our Mission to Foster Prosperity in Asia

Are you ready to make a lasting impact on the future of Asia and be a catalyst for positive change? We are thrilled to offer a unique opportunity to become an important part of the prestigious Asian Development Bank (ADB). At ADB, our mission is simple yet powerful: to alleviate poverty and promote sustainable development in the Asia-Pacific region.

Organizational Setting and Reporting Relationship

The position of Executive Assistant is assigned in the Office of the Director General, Sectors Department 2 (SD2). SD2 aims to deliver impactful sector strategy, initiatives, and integrated solutions that advance ADB's strategic agenda in Agriculture, Food, Nature, and Rural Development; Digital; and Water and Urban Development sectors in the region and with ADB's clients. SD2, which is comprised of three sector offices, delivers or supports sovereign, nonsovereign, and advisory operations; delivers knowledge services; supports regional departments (RDs) and resident missions (RMs) in engaging with developing member countries (DMCs); and ensures ADB's technical leadership externally and internally.

You will be based at our Headquarters in Manila, Philippines. You will report to the Director General, Sectors Department 2.

Your Role

As an Executive Assistant, you will perform (i) full administrative services of a responsible and confidential nature for the Director General and (ii) coordinate inter-departmental administrative activities.

You will:

• Coordinate effectively with the front office staff for all the offices under the Sectors Department on document flow; harmonization of administrative practices; and compliance with timelines for internal and external commitments made by/on behalf of the SD2.
• Ensure that all correspondence and documents for supervisors are accurate and prepared in compliance with ADB's standards.
• Ensure that all incoming mail is properly recorded, distributed, and brought to the attention of concerned staff, and that outgoing correspondence/materials are delivered on time.
• Respond on behalf of the Director General to straightforward/routine correspondence and draft replies on more complex issues in accordance with guidelines. Ensure that all incoming mail is properly recorded, distributed, and brought to the attention of concerned staff and that outgoing mail are delivered on time.
• Monitor progress/status of confidential matters/documents requiring immediate action/attention to ensure timely completion of required action.
• Provide efficient administrative services by screening incoming telephone calls, and answer queries
• Manage the schedule and ensure that appropriate arrangements are made for meetings, travel, accommodation, and events.
• Coordinate with focals from the sector offices in the department and lead the planning and preparation of departmental activities.
• Prepare mission authorization requests.
• Ensure that the Director General's instructions are passed on to all concerned staff for proper action and monitor the status of replies.
• Track the flow of documents with the use of a database for effective monitoring to meet deadlines.
• Ensure that the office filing systems and records are properly maintained and updated in accordance with an existing framework.
• Compile and prepare briefing/progress reports for the Director General, as requested.
• Provide guidance and advice to other Operations and Senior Operations Assistants on the application/interpretation of work procedures, guidelines, and formats as well as on other general administrative activities of the department.
• Perform any other duties as may be required and reflected in the incumbent's work plan.

You will need:

• Bachelor's degree in finance, business administration, public administration, or related disciplines.
• At least 5 years of relevant professional experience
• Proficient in MS Office Suite (Outlook, Word, Excel, and PowerPoint, SharePoint)
• Familiarity with the use of a document tracking system (Management Approval System and Document Workflow System)
• Familiarity with Concur.
• Familiarity with videoconferencing tools (MS Teams, Zoom, Webex)
• Ability to work with individuals from different cultural/national backgrounds.
• Familiarity with operational and administrative procedures and full understanding of the interactions between the organization's different work areas and workflows
• Excellent administrative skills
• Excellent written and verbal communication skills in English
• Please refer to the link for ADB Competency Framework for TL3

Benefits

ADB offers competitive compensation and a comprehensive benefits package. The salary will be based on ADB's standards and comparator markets, taking into account your qualifications and experience.

• Paid leave (including parental)
• Medical and health benefits
• Life and other insurance plans
• Staff development
• Retirement plan
• Housing and education allowance (if applicable)
• Expatriate benefits (for international staff)

Additional Information

This vacancy is a local staff position. It is open only to nationals and residents of the Philippines.

This is a fixed term appointment with option to renew for an initial period of three (3) years following Section 3.1 (b) of Administrative Order No. 2.01 ("Recruitment and Appointment'). This appointment is not convertible to a regular appointment. At the end of the initial period, this appointment may be renewed for a period of up to three years or not renewed. There is no limit on the number of renewals. This appointment is open to internal and external applicants.

About Us

Asian Development Bank (ADB) is an international development finance institution headquartered in Manila, Philippines and is composed of 68 members, 49 of which are from the Asia and Pacific region. ADB is committed to achieving a prosperous, inclusive, resilient, and sustainable Asia and the Pacific, while sustaining its efforts to eradicate extreme poverty. ADB combines finance, knowledge, and partnerships to fulfill its expanded vision under its Strategy 2030.

ADB only hires nationals of its 69 members.

To view ADB Organizational Chart, please click here.

ADB seeks to ensure that everyone is treated with respect and given equal opportunities to work in an inclusive environment. ADB encourages all qualified candidates to apply regardless of their racial, ethnic, religious and cultural background, gender, sexual orientation or disabilities. Women are highly encouraged to apply.

Visit ADB Careers FAQ for more information.