Senior Administrative Assistant

The Senior Administrative Assistant provides senior-level administrative, operational and coordination support to the Office of the Director General or a Sector Lead at WIPO. The role supports executive priorities, stakeholder engagement, and administrative operations to facilitate decision-making and organizational objectives.

Responsibilities

• Provide senior-level administrative and operational support to the Director General, Sector Lead, or designated senior managers, coordinating priorities, monitoring commitments, and ensuring the effective functioning of the Office.
• Manage complex schedules, high-level meetings and competing priorities, coordinate meeting logistics and documentation, and ensure timely follow-up on decisions, actions and commitments.
• Prepare, review and coordinate correspondence, reports, briefing materials, presentations and other executive documentation, ensuring accuracy, quality, confidentiality and timely delivery.
• Serve as a key liaison with internal and external stakeholders, including with diplomatic missions and international organizations in Geneva, facilitating communication, coordination and the timely resolution of administrative and operational matters.
• Liaising with the Travel Unit, facilitate executive travel, missions, visits and events, ensuring effective logistical planning, protocol considerations and administrative support in accordance with applicable procedures.
• Facilitate administrative, budgetary, procurement, travel and workforce-related activities, monitor transactions and commitments, and support the preparation of reports and management information.
• Ensure the effective management of records, filing systems and information repositories, safeguarding sensitive information and promoting compliance with organizational standards and practices.
• Identify opportunities to improve administrative processes and office practices, support the implementation of efficiencies, and provide guidance and knowledge sharing on administrative matters.
• Perform other related duties as required.

Requirements

• Completion of secondary education.
• At least eight years of progressively responsible administrative, secretarial or executive support experience, including substantial experience supporting senior managers or executives in an international or multicultural environment.
• Excellent knowledge of English or French and working knowledge of the other.
• Knowledge of another UN language, in particular Spanish, is desirable.
• Advanced organizational and planning skills.
• Excellent drafting and communication skills.
• Ability to manage complex priorities and competing deadlines.
• Strong stakeholder engagement and coordination skills.
• Proficiency in digital workplace, collaboration, and AI-enabled productivity tools.
• Ability to exercise sound judgment and handle sensitive information with discretion.

Skills

• Administrative Support
• Executive Support
• Secretarial Skills
• Organizational Skills
• Planning Skills
• Drafting Skills
• Stakeholder Engagement
• Coordination Skills
• Digital Workplace Tools
• Collaboration Tools
• AI Productivity Tools
• Priority Management
• Deadline Management
• Discretion Handling
• Multicultural Environment Experience

Languages

English, French, Spanish