Executive Assistant

The Executive Assistant supports the UN Resident Coordinator Office in Riyadh by ensuring effective and efficient functioning of the RC Front-Office, managing the RC's schedule and logistical requirements, maintaining protocol procedures, managing information flow, and following up on deadlines and commitments.

Responsibilities

• Maintain the Resident Coordinator’s calendar and representation schedule, arrange appointments and meetings of the RC, provide protocol coverage, ensure logistical details of RC participation in events, and act as an interpreter and/or taking minutes of meetings when required.
• Coordinate high-quality briefing materials for the RC for appointments, meetings, events, and missions and ensure that all correspondence and documents submitted to the RC are according to UN norms and standards including directives, coordinate comments on behalf of RC for signature and action/follow-up when required.
• Draft key correspondence, including notes to files, minutes of meetings and Note Verbales, and provide translation for official correspondence.
• Manage RC travel and missions, prepare travel requests, ensure flight bookings and provision of logistics information, and follow up on trip reports and travel claims.
• Maintain contact lists of high-level partners, UN Agencies, and Diplomatic Corps.
• Assist in organizing official events: travel (booking flights, request for security clearance, arrangements at airport, etc.) for local and high-level visitors as required.
• In collaboration with the RCO team, prepare and maintain checklists and templates for relevant processes (high level visits, meetings preparation etc).
• Coordinate the activities of the RC driver.
• Provide all similar services and support to RC.
• Maintain the filing system (in TEAMS/Sharepoint) ensuring safekeeping of confidential materials. Use of automated filing system.
• Screen RC incoming calls and correspondence.
• Support the organization and communication of various coordination meetings, including UNCT meetings.
• Participate in the organization of official UN Days, public events, joint UN events and provide secretariat and administrative support to the UNCT.
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to RC.
• Act as an alternate to the RCO Administrative Assistant when required to support RCO in day-to-day administrative tasks as required, including contract administration, budget and finance, and human resource management.
• Assists with the collection and analysis of data as well as the preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
• Assists with visualisations and updating information material such as web pages or brochures.
• Provide support to the RC in matters such as documentation, visas, travel arrangements, house and school search, etc.
• Ensures that requirements and background information used for data analysis are documented.
• Performs other relevant duties as assigned.

Requirements

• Completion of High school diploma or equivalent is required.
• Bachelor's or Advanced University Degree in Business Administration, Office Management, Communication or related fields would be an advantage.
• A minimum of seven (7) years of experience in executive assistance, administrative support or front office functions at senior management level is required.
• The minimum years of relevant experience is reduced by two (2) years for candidates who possess a first-level University degree.
• Work experience with the United Nations, international organization, diplomatic mission or government institution is desirable.
• Demonstrated experience in supporting senior officials or executive offices, including protocol arrangements is required.
• One(1) year or more of experience in data analytics or related area is desirable.
• Demonstrated experience in organizing meetings, missions and high-level events, including coordination with internal and external stakeholders is required.
• Experience managing resources, including personnel and budget, to support communications and advocacy activities in a local context, is desirable.
• Fluency in English and Arabic at UN Level II for reading, writing, listening and speaking is required.

Skills

• Executive Assistance
• Administrative Support
• Front Office Management
• Protocol Arrangements
• Meeting Organization
• Event Coordination
• Stakeholder Coordination
• Resource Management
• Personnel Management
• Budget Management
• Data Analytics
• Schedule Management
• Logistics Management
• Information Management
• Communications Support
• Advocacy Activities

Languages

English, Arabic