Executive Assistant

About the role

The Executive Assistant will provide high‑level administrative and confidential support to the Vice‑President (Finance and Risk Management) at the Asian Development Bank headquarters in Manila. This role is pivotal in ensuring smooth coordination across departments, managing the Vice‑President’s schedule, and handling sensitive communications.

Key responsibilities

• Coordinate benefits, communication and correspondence across ADB departments, compile briefing and progress reports for the Vice‑President.
• Log all communications, monitor status of confidential matters, and draft routine replies in line with ADB’s Handbook of Style and Usage.
• Manage the Vice‑President’s calendar, schedule meetings across global time zones, resolve conflicts and prepare meeting materials.
• Arrange travel itineraries, obtain visas, book flights and hotels, and process travel authorizations and reimbursements using Concur.
• Provide reception services, screen calls, handle visitor queries and ensure timely referral to appropriate staff.
• Maintain an organized e‑filing system in SharePoint, monitor document workflow and follow‑up on pending items.
• Oversee office administration tasks such as monitoring leaves, attendance and overtime for the Vice‑President’s team.

Required profile

• Proven experience supporting senior executives in a large, international organization.
• Strong written and verbal communication skills with attention to detail.
• Ability to handle confidential information with discretion.
• Excellent organizational and multitasking abilities, especially across different time zones.
• Familiarity with corporate style guides and document preparation standards.

Required skills

• Concur – travel and expense management system
• SharePoint – document and e‑filing platform

What we offer

• Opportunity to work at a leading multilateral development institution
• Exposure to finance and risk‑management functions across the Asia‑Pacific region
• Professional development and networking within a global organization