Executive Assistant to the Global Relations and Cooperation Directorate Director's Office

Company Description

The Organisation for Economic Co-operation and Development (OECD) is an international organisation comprised of 38 member countries, that works to build better policies for better lives. Our mission is to promote policies that will improve the economic and social well-being of people around the world.  Together with governments, policy makers and citizens, we work on establishing evidence-based international standards, and finding solutions to a range of social, economic, and environmental challenges. From improving economic performance and creating jobs to fostering strong education and fighting international tax evasion, we provide a unique forum and knowledge hub for data and analysis, exchange of experiences, best-practice sharing, and advice on public policies and international standard-setting.

The Global Relations and Cooperation Directorate (GRC) supports the implementation of the Secretary General’s strategic orientations by co-ordinating the Organisation’s relations with partner countries and with other international organisations. It advises the SG and other OECD Directorates on how to strengthen co-operation with key partner countries, regions, and organisations. GRC also serves the OECD External Relations Committee, working with members to help them reach consensus on global relations priorities and ensuring that relevant partners are effectively engaged in the Organisation’s work.

The GRC Director’s office is looking for a dynamic and experienced executive assistant to ensure the efficient functioning of the Director’s Office by supporting good information flow, monitoring implementation of decisions, and carrying out an extensive range of executive, organisational and administrative tasks. The selected candidate will be strongly client-oriented, experienced in adapting working methods to changing technologies, and welcome the challenge of working in a vibrant, fast-paced environment. They will report to the Director of the Global Relations Directorate and Head of Sherpa and work in close co-operation with the Deputy Director and the GRC Office Manager as well as liaise and co-ordinate with all Divisions of GRC and other relevant OECD services.

Job Description

S/He will be expected to carry out the following duties:

Main Responsibilities :

• Organise and prepare official missions for the Director, Deputy Director, Senior Counsellor, DO Advisors and other members of the Director’s office as required which includes travel and hotel bookings, visa applications, processing expense claims and other follow-up actions. Ensure that the Director and Deputy Director are provided with all pertinent information, documentation, and context in advance. Assure the Director and Deputy Director’s meeting files are up to date.
• Monitor and track requests from the Office of the Secretary-General, the Executive Director, and other areas of the Organisation, ensuring that deadlines are met, correspondence is dealt with in a timely manner, and co-ordinating follow-up action with GRC staff as necessary.
• Manage meeting organisation, communication, and liaison. Assist in the organisation of External Relations Committee (ERC) meetings and events in Paris and overseas. This will include physical, as well as hybrid meetings which involve web design for online registrations, managing IT meeting arrangements (zoom etc), supporting event communication, co-ordination with meeting room reservation teams and set-up.
• Ensure that correct protocol procedures are observed in collaboration with OSG and counterparts. Liaise closely with all stakeholders to ensure smooth communication on all logistical aspects of meetings.
• Take notes in meetings, prepare draft summary records, presentations, briefing notes, prepare and edit reports, carry out background research and present findings as required.
• Provide administrative support to other team members, as requested by the Director.
• Liaise with, and contribute, to effective working relationships with the Resource Management Unit (RMU) and other assistants within the Secretariat.
• Carry out other executive administrative tasks such as order stationery/office supplies, coordinate timekeeping for the Director’s office and various administrative ad hoc requests.

Other duties: 

• Maintain electronic and paper files.
• Carry out general administrative duties required for the smooth running of the Office
• Carry out other related tasks as required.

Qualifications

Ideal Candidate Profile

Academic Background

• A good secondary level of education.
• Training in office management or as a secretary/assistant would be an advantage.