Job Summary

The Executive Office supports the Executive Managing Director (EMD) and Deputy Executive Managing Director (DEMD) who oversee CGIAR’s Global and Regional Groups and head CGIAR’s Executive Management Team. Working alongside CGIAR’s Global and Regional Groups, the Office ensures that the EMD and DEMD have access to the core strategic, operational, and administrative support and advice required to effectively deliver their responsibilities. Critical to achieving CGIAR’s mission, the Office convenes and facilitates effective collaboration across top leadership to support coherent institutional strategy and planning, monitoring, and reporting, and delivers strategic, cross-cutting projects.

As the primary support to the DEMD, the Executive Assistant is responsible for organizing a comprehensive range of administrative services to ensure effective and efficient operations in the Deputy, EDM Office, while introducing new and improved systems and processes to continuously enhance efficiency and effectiveness. Critical to the Office’s mission, the Executive Assistant reviews, prioritizes, a wide variety of complex and confidential tasks providing administrative support to the DEMD. This includes providing oversight on scheduling and correspondence, travel and events, document and information management and communications and liaison. The role involves taking accountability for the proactive management of requests from stakeholders at the most senior levels and dealing with these appropriately in a fast-moving, complex and highly political environment.

Specific Responsibilities:

● Manage the calendar of activities, meetings, events and travel of the DEMD, schedule appointments with an ability to make last minute changes as needed; anticipate the needs of the DEMD based on the schedule and follow through on actions.

● Analyze and research incoming information and requests, and report on important matters and findings to the DEMD; Prepare, assemble, format, edit and proofread correspondence, reports, documents, briefing materials and (Power Point) presentations for appointments, meetings, mission and key events, ensuring high quality to ensure DEMD is well prepared and informed at meetings and events.

● Prepare DEMD’s participation in meetings and missions; organize and attend meetings and events, prepare minutes and summaries, follow up on deadlines, commitments made, and actions taken.

● Handle/oversee the flow of information and communication between the Executive Office, with a focus on the DEMD and other offices, including CGIAR Centers and key stakeholders.

● Screen, review, prioritize and route correspondence and calls to and from the Executive Office, especially the DEMD, ensuring appropriate and timely follow-up, and proper consultation and briefing of concerned parties.

● Organize the DEMD’s interaction with various senior partners and stakeholders through written, verbal and electronic communication with colleagues in partner offices, ensuring smooth functioning of meetings and proper protocol when needed; Serve as an administrative liaison point with the respective Chairs and members of the System Council and System Board.

● Advise relevant CGIAR staff on guidelines, timelines, and procedures of the Executive Office to ensure the optimization of administrative and coordination support.

● Recommend and oversee the implementation of process changes to improve alignment of services with business/program operations and priorities.

Other

● Introduce systems, processes and procedures to improve and streamline work and communication flow to and within Executive Office.

● Maintain, organize, file and retrieve documents and reference materials on relevant information management systems and databases, ensuring efficiency and integrity of document management, access management, version control and safekeeping of confidential information.

● Improve overall quality of services by evaluating and implementing changes within approved administrative guidelines/standards while exploring opportunities that add value to the work in the Executive Office.

Requirements

Education and Experience

● Bachelor’s degree or equivalent in Business, Business Administration, Management or other related field or professional certification demonstrating equivalent capabilities.

● Experience in providing executive assistance services to executive managers or senior leaders.

● Demonstrated administrative and coordination capacity gained through progressive experience to sustain services through a wide range of operational challenges, preferably in an international organization.

● Additional qualifications in project management and coordination are desirable.

Key Competences

● Demonstrated political astuteness, discretion, and tact. Ability to perform work of confidential nature.

● Strong organization, prioritization and problem-solving capabilities

● Ability to work under pressure, meet strict deadlines and undertake numerous tasks simultaneously.

● Ability to work effectively with a broad range of stakeholders in a fast-paced multicultural environment.

● In-depth knowledge of Microsoft Office software and demonstrated proficiency. Ability to create, edit and present information in clear format, using appropriate IT functionality

● Demonstrated achievement in sustaining standards for service delivery anticipating operational challenges.

● Flexibility and adaptability.

● Effective communication and interpersonal skills.

● Strong client orientation and service approach; ability to anticipate client needs

● Ability to work proactively with a high degree of independence within assigned areas,

Languages

● Excellent command of the English and French language, both written and spoken.

● A working knowledge of an additional language is an advantage.

Benefits

The successful candidate will be employed in Montpellier, France by the CGIAR System Organization.

The CGIAR System Organization is an equal opportunity employer and offers competitive compensation with favorable taxation arrangements in France and, subject to eligibility, comprehensive employee benefits comprising extensive insurance coverage, a retirement plan, an education grant, and relocation support at the start of the appointment and upon conclusion of appointment for staff members and eligible dependents. All benefits are denominated and paid in Euros. 

System Organization appointments are typically for a fixed term of three years, with a possibility of renewal subject to effective performance, operational needs, and funding.