Executive Assistant

The Executive Assistant provides executive administrative support to the UN Women Country Representative and Deputy Representative, managing confidential information and ensuring efficient communication flow. The role includes calendar management, travel arrangements, meeting support, correspondence handling, and external relations facilitation.

Responsibilities

• Manage the UN Women Country Representative’s calendar and schedule of appointments and meetings.
• Arrange travel and hotel accommodations for the UN Women Country Representative.
• Answer and screen calls for the Country Representative with tact and discretion.
• Maintain roster of Country Office contacts.
• Provide administrative support for meetings, events, and workshops.
• Organize and attend meetings, prepare minutes and summaries.
• Assemble briefing materials and prepare PowerPoint presentations for the Country Representative for meetings, missions, and other key events.
• Facilitate flow of information and communication between the UN Women Country Representative’s Office and other units within or outside of UN Women.
• Review, prioritize, and route correspondence to and from the UN Women Country Representative Office; take proactive follow-up action and keep the Country Representative informed.
• Respond to and/or direct inquiries to appropriate units for timely action/response.
• Draft routine correspondence and interoffice circulars.
• Maintain and organize up to date files for easy access and retrieval. Ensure safekeeping of confidential materials.
• Facilitate the Country Representative’s interaction with various external partners through written, verbal, and electronic communication, and through collaborative and proactive relationships with counterparts and colleagues in partner offices.
• Meet and greet officials/visitors.
• Ensure protocol matters, receive high ranking visitors/officials, coordinate logistical arrangements related to visits.
• Provide administrative support for effective knowledge management and sharing within the office and other offices/HQs.
• Build and share knowledge and experience related to administrative and operations support.
• Perform other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Requirements

• Completion of secondary education required.
• Bachelor’s degree in business administration or public administration is an asset.
• At least 5 years of progressively responsible experience with administrative, secretarial, or programme experience.
• Experience in the use of computer applications and software packages such as Microsoft Office, and web-based management systems; is required.
• Experience in the use of a modern web-based ERP System, preferably Oracle Cloud, is desirable.
• Fluency in Spanish and English is required.
• Knowledge of another official UN language is desirable (French, Arabic, Chinese, Russian or Spanish).

Skills

• Executive Support
• Calendar Management
• Travel Arrangements
• Meeting Coordination
• Correspondence Handling
• Confidential Information Management
• Microsoft Office Suite
• Web-based Management Systems
• ERP System Experience
• Oracle Cloud

Languages

Spanish, English