Executive Assistant

The Executive Assistant provides high-level, confidential executive and administrative support to the UN Women Country Representative in Brasilia, Brazil. The role involves managing the Representative’s agenda, correspondence, commitments, protocol requirements, and facilitating communication with internal and external stakeholders.

Responsibilities

• Manage and strategically prioritize the Country Representative’s calendar, ensuring meetings, missions and commitments are well planned and coordinated.
• Maintain an action tracker of key decisions, deadlines and follow-up commitments and alert relevant teams.
• Prepare daily and weekly agenda briefs including background materials and talking points.
• Arrange travel and hotel accommodations for the Country Representative and provide related support to colleagues.
• Answer and screen calls for the Country Representative with tact and discretion.
• Maintain an up-to-date roster of Country Office contacts.
• Provide administrative and logistical support for meetings, missions, events, workshops and high-level visits.
• Organize and attend meetings, prepare minutes, summaries and follow-up notes and communications.
• Prepare and consolidate briefing packages for high-level meetings, missions and events.
• Ensure secure organization, filing and retrieval of confidential documents and correspondence.
• Provide administrative and logistical support to other members of the Country Office as required.
• Facilitate flow of information and communication between the Country Representative’s Office and other units.
• Screen, prioritize and route incoming correspondence and requests addressed to the Country Representative.
• Draft routine correspondence and interoffice circulars.
• Facilitate the Country Representative’s interaction with external partners and ensure protocol matters are handled.
• Meet and greet officials/visitors and coordinate logistical arrangements related to visits.
• Provide administrative support for effective knowledge management and sharing within the office.
• Perform other duties within functional profile as necessary.

Requirements

• Completion of secondary education is required.
• Bachelor’s degree in business administration, Executive Secretariat, or related fields is desirable.
• At least 5 years of progressively responsible experience in administration, secretarial, or Program support service is required.
• Experience providing executive or senior-level administrative support to senior managers, representatives, directors or equivalent leadership positions is required.
• Experience managing complex calendars, confidential correspondence, travel arrangements, meeting logistics and follow-up systems is required.
• Experience in the use of computer applications, office software packages such as Microsoft Office, and web-based management systems is required.
• Experience in the use of ERP systems, preferably Oracle Cloud/ Quantum, is desirable.
• Fluency in English and Portuguese is required.
• Knowledge of another official UN language is desirable (French, Arabic, Chinese, Russian or Spanish).

Skills

• Executive Support
• Calendar Management
• Confidential Correspondence
• Travel Arrangements
• Meeting Logistics
• Follow-up Systems
• Microsoft Office Suite
• Web-based Management Systems
• ERP Systems
• Oracle Cloud
• Program Support Services

Languages

English, Portuguese