Job Ad: EXECUTIVE ASSISTANT

The Institute for Climate and Sustainable Cities (ICSC) is a climate policy group based in the Philippines, working locally, nationally and internationally to promote resilient, low-carbon development.

ICSC is seeking an entry-level Executive Assistant to its Executive Director, to be based in its office in Quezon City. See the Terms of Reference below for more details, or download the PDF version here.

ICSC values diversity and is an equal-opportunity employer. If you fit the role and possess the desired qualifications, please email a letter of intent (addressed to the Executive Director) and a curriculum vitae (do not attach pictures) to jobs@icsc.ngo on or before 2 July 2018.

 


 

TERMS OF REFERENCE

The Executive Assistant shall provide programme and administrative support to the Executive Director (ED), enabling more effective coordination and communication. S/he will be reporting directly to the ED.

DIMENSIONS:

  • Manages own workload without close supervision and works independently on making decisions and problem solving on routine issues.
  • Provides innovative solutions to routine tasks and projects.
  • Provides advice on appropriate communications skills across the organization.
  • Represents the organization in dealing with external contacts or supporters.

KEY RESPONSIBILITIES:

  • Represents the organization in dealing with external contacts or supporters.
  • Manages the schedule of the ED, coordinate external and internal meetings, and make travel arrangements of the ED and other schedules the ED may assign.
  • Regularly updates the organizational calendar.
  • Provides relevant support to ED by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; and initiating telecommunications.
    • Records incoming and outgoing correspondence to and from the ED;
    • Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting communications that may involve text, data, and graphics;
    • Organizes and maintains the records and files of the ED, including managing the database on external stakeholders; and
    • Prepares and documents relevant meetings of the ED and the team.
    • Supports the ED in output and monitoring of programmes and projects, including in financial transactions (float, reimbursements, etc.) 
  • Provides other related administrative support in reporting and internal communication.
  • Prepares various management communications and ensure that relevant information is shared across teams.
  • Organizes workshops, training and conferences as instructed by the ED.
  • Coordinates and supports other managers as assigned by the ED. 
  • Handles requests and queries appropriately.

SKILLS:

  • Experience in providing programme and administrative support in a similar role is preferred but not required
  • Good organizational and administrative skills
  • Ability to meet deadlines and complete work according to priorities
  • Proactive and has initiative to work with minimal supervision
  • Ability to do multi-tasking
  • Ability to handle sensitive and confidential information in a discreet and professional manner
  • A high degree of tenacity and initiative combined with high levels of
  • discretion and diplomacy
  • Be able to advise peers and senior management
  • Excellent written and verbal English communication and interpersonal skills
  • Excellent computing skills
  • Good understanding of project cycle management skills: design & planning, monitoring and evaluation
  • Good understanding of project budget and financial system
  • Ability to work and communicate with different teams effectively, thinking, understanding and achieving results
Download the PDF version here.
 

 

ICSC values diversity and is an equal-opportunity employer. If you fit the role and possess the desired qualifications, please email a letter of intent (addressed to the Executive Director) and a curriculum vitae (do not attach pictures) to jobs@icsc.ngo on or before 2 July 2018