Personal Assistant to the Registrar

The Personal Assistant to the Registrar provides general administrative support to the Registrar and the Immediate Office of the Registrar. The role involves managing the Registrar's agenda, organizing meetings, assisting with correspondence and travel arrangements, and ensuring smooth information flow within the office.

Responsibilities

• Provide general administrative support to the Registrar and the Immediate Office of the Registrar.
• Ensure the smooth information flow between the Registrar and his direct subordinates.
• Manage the Registrar's agenda, liaising with internal and external parties, prioritising various and sometimes conflicting commitments, and timely alerting the Registrar about any changes and other relevant information.
• Organise meetings, making the necessary logistical arrangements in relation to, among others, IT equipment, interpretation, security, protocol, catering services, as well as receive and escort visitors.
• Provide administrative support relating to the official travel of the Registrar and the staff of the Immediate Office, locally and abroad, in cooperation with the Travel Unit.
• Assist with drafting and editing of various types of non-legal correspondence and memos.
• Assist with preparing background documents and briefing materials for meetings, take notes during meetings and assist with the follow-up to meetings, including the preparation of minutes.
• Maintain a correspondence registration system and other filing systems, as well as assist with archiving documents.
• Submit and follow up on requests for translation coming from the Immediate Office.
• Perform other tasks as may be required by the Registrar, the Chief of Staff, and the staff of the Immediate Office.

Requirements

• Diploma of secondary education. A secretarial training will be considered an asset.
• A minimum of ten years of progressively responsible work experience in administration and office management as an executive assistant in an international organisation, government or private sector.
• Excellent knowledge of office management and protocol policies, practices and procedures.
• Excellent communication, drafting and organisational skills.
• Ability to prioritise and manage time, manage work, cope under pressure with continuously changing priorities with no or little supervision, schedule own work and take initiative.
• Excellent knowledge of standard IT computer tools.
• Ability to build effective working relationships with clients and colleagues at all levels in a multicultural environment.
• Ability to exercise judgment on and deal discretely with confidential/sensitive information.
• Tact and diplomacy.
• Proficiency in one of the working languages of the Court, English or French, is required.
• Working knowledge of the other working language (English or French) is desirable.
• Knowledge of another official language of the Court (Arabic or Spanish) would be considered an asset.

Skills

• Office Management
• Protocol Policies
• Executive Assistance
• Administrative Support
• Time Management
• Work prioritization
• Communications Skills
• Drafting Skills
• Organizational Skills
• Confidentiality Management
• Multicultural Environment Experience
• Discretion Handling
• Meeting Coordination
• Travel Arrangements
• Information Technology Tools
• Agenda Management

Languages

English, French, Arabic, Spanish