Personal Assistant to Head of the Conference, Security and Infrastructure Service

Company Description

THE EXECUTIVE DIRECTORATE (EXD) 

The Executive Directorate (EXD) is the steward of OECD resources, on behalf of the Secretary-General. Our focus is on people and their wellbeing; the effective and efficient management of the budget; the safety and security of staff, Delegations, visitors, and of the OECD’s data; maintaining and sustaining physical and digital infrastructure; and enabling the convening power of the OECD through conferences, meetings and events, whether virtual, physical or hybrid. As well as providing corporate services, functions and management support to our staff and Members, we provide integrated, strategic and expert advice on corporate policies and management issues to the Secretary-General, to Council and to Standing Committees, to which we regularly report on corporate matters. We also provide compliance and risk management functions (for management areas under our purview). Ours is a fast-paced environment focused on delivering management excellence across all of our functions. 

THE CONFERENCE, SECURITY AND INFRASTRUCTURE SERVICE (EXD/CSI) 
Within the OECD's Executive Directorate (EXD), the Conference, Security and Infrastructure Service (EXD/CSI) is responsible for facilitating conferences that bring together delegates from our 38 Member countries, key partners and other stakeholders, for language services (interpretation and translation), for safety and fire security of OECD staff, delegates and visitors, and for the management and operation of OECD buildings in Paris and OECD Centres abroad.

THE POSITION

The Conference, Security and Infrastructure Service (EXD/CSI) is looking for a Personal Assistant to the Head of Service who will be responsible for the smooth running of the office, including a range of administrative and communications tasks.  The selected candidate will be expected to function with a considerable degree of autonomy, initiative, discretion anddiplomacy. S/he will work under the supervision of the Head of the Conference, Security and Infrastructure Service.

Job Description

Main Responsibilities

Personal Assistance

• Co-ordinate and provide administrative support for the Head of Service including drafting and sending correspondence on their behalf in both official languages, managing telephone calls,  email and other enquiries as appropriate, taking initiative in following up on matters that do not require the attention of the Head of Service.
• Maintain the Head of Service’s diary, organise meetings, undertake forward planning for all activities, and ensure adequate preparation and timely provision of background and other materials.
• Coordinate and track requests for information, ensuring deadlines are met and that correspondence is handled in a timely manner.  As necessary, follow up with Heads of Division and others on required actions.
• Provide secretarial support, take notes and draft summary records during meetings when needed.
• Collect and summarize information on particular topics as needed by the Head of Service.

General Administrative support

• Assist the Head of Service in the preparation of official documents and other material in accordance with OECD standards.
• Manage the electronic and paper filing, including appropriate registration, record keeping and archiving of all important documents.
• Act as timekeeper, and manage mission orders, travel arrangements, and expenses for the Head of Service.
• Provide secretarial support for the Crisis Management Committee.
• Work closely with the Central Management Unit (CMU) in CSI and provide ad hoc administrative assistance as required, in close liaison with the Head of CMU.
• Provide ad hoc support in the preparation of and during high level events at OECD.
• Assist in the collection of key performance indicators across the Service and prepare regular reports.

Communications

• Coordinate and collaborate with CSI colleagues to ensure that CSI Intranet pages are kept up to date in both official languages.
• Coordinate and assist with the preparation of texts for the Tip of the Day, EXD Essentials and other EXD/CSI communication as required, in close collaboration with CSI Assistants.
• Contribute to the effective communication within the Service and across the Organisation, and notably with the Office of the Secretary-General, the Office of the Executive Director and Heads of other EXD Services.

Qualifications

Ideal Candidate Profile

Academic Background

• Good secondary education, preferably post-secondary, and secretarial training.

Professional Background

• Proven experience as a personal assistant to a senior national or international civil servant, or equivalent,