Job Profile
The Executive Assistant provides high‑quality administrative and organizational support to the Vice President. The role ensures the efficient daily operations of the Vice President’s Office by managing workflows, coordinating departmental submissions, facilitating cross‑unit communication, and ensuring well‑structured agendas and timely follow‑up on required actions. The incumbent prepares accurate documentation, maintains effective communication channels with internal and external stakeholders, and ensures adherence to institutional standards, policies, and procedures. The role is central to ensuring seamless coordination between the Vice President’s Office, the Units within the Department, and other Departments across the OPEC Fund.
Duties And Responsibilities
Executive Support and Coordination
Provides high‑quality administrative and organizational support to the Vice President
Manages complex calendars, schedules and coordinates high‑level meetings and appointments, and arranges logistics
Receives, reviews, screens, and distributes incoming correspondence; ensures priority items are immediately brought to the attention of the Vice President and ensures timely follow‑up
Drafts, formats, and finalizes correspondence, memoranda, reports, and presentations
Prepares routine internal documentation; proofreads and edits materials to ensure completeness, accuracy, and compliance
Maintains accurate records of meetings and securely archives minutes, decisions, and related materials
Makes effective use of modern digital tools, systems, and emerging technologies to streamline administrative processes, workflows and/or to support scheduling, document organization, and workflow tracking
High‑Level Engagements and Event Arrangements
Prepares and circulates meeting notices, agendas, and documentation in advance
Coordinates high‑level meetings, appointments and conference calls, ensuring full logistical readiness
Confirms participation and preparedness of attendees
Takes comprehensive minutes during meetings chaired by the Vice President, capturing key decisions and assigned actions
Finalizes minutes and distributes them to participants; ensures appropriate filing
Prepares briefing files, background materials, and talking points for the Vice President’s participation in high‑level internal and external engagements
Cross‑Unit Coordination and Committee Support
Coordinates documentation and communication across Units, Functions, and Departments, ensuring alignment on priorities and deadlines for submissions related to budget, departmental reports, and work programs
Consolidates inputs and submissions for internal review processes and other VP‑chaired internal meetings, ensuring timely receipt of required materials
Prepares documentation packages, ensuring completeness, accuracy, and adherence to institutional standards for Ministerial Council, Governing Board and committees chaired by the Vice President
Tracks progress of submissions requiring Vice President or senior management review, and follows up with responsible parties to ensure timely processing
Ensures that the Vice President has all relevant files, briefing materials, and background documents required for internal meetings and high‑level engagements (such as Ministerial Council and Governing Board meetings)
Supports cross‑functional consultations to ensure that inputs are incorporated into final documents
Coordinates information flow between the Vice President’s Office and other Units/Departments to facilitate decision‑making and organizational alignment
Serves as a key liaison on behalf of the Vice President, engaging with external clients, the Department’s management team, Senior Management, Directors, and other Vice Presidents, while managing sensitive matters with professionalism and discretion
Coordinates logistical arrangements of workshops and trainings as requested by the Vice President
Provides functional coordination to junior administrative staff within the Department, ensuring consistency in administrative processes, effective workflow and adherence to established procedures
Document Management
Maintains departmental document repositories and knowledge‑management structures
Oversees document workflows to ensure timely processing
Maintains a complete and organized e‑filing system
Implements standardized digital filing practices, ensuring metadata, naming conventions, and retention requirements are consistently applied
Ensures confidentiality and secure handling of sensitive operational documentation
Performs any other related tasks as assigned by the Vice President to support the effective delivery of the Department and OPEC Fund’s mandate.
Qualifications And Experience
Bachelor’s degree in Business Administration, Business, Commerce, Public Administration, Finance, or a (closely) related field
A minimum of 10 years of relevant work experience supporting senior executives in complex organizations, of which at least three (3) years should have been within an international organization, multilateral development bank, or development institution
Secondary/High school education or an undergraduate diploma, combined with advanced administrative or office management training, and a minimum of 15 years of progressively responsible experience as an Executive Assistant supporting senior executives
Proven experience leading high‑level events independently, demonstrating ownership, assertiveness, and the ability to deliver results without close supervision
Demonstrated ability to navigate complexity and ambiguity, prioritize tasks, multitask, and manage diverse situations with tact and diplomacy
Strong command of Microsoft 365 (Word, Excel, PowerPoint, Outlook, Teams)
Experience using Enterprise Resource Planning (ERP) systems (e.g., SAP) or document‑management platforms (e.g., SharePoint, DocuSign) is an asset
Ability to make quick procedural decisions and judgments, and handle sensitive information with confidentiality
Track record of working effectively in team‑oriented, multicultural environments, and contributing as a collaborative team member across various groups
Ability to perform under pressure and adapt to diverse, fast‑paced environment
Fluent in English. Good working knowledge of Arabic, French, German or Spanish is an added advantage.
Competencies
Collaboration and Teamwork – Ability to effectively collaborate with colleagues, stakeholders (internal and external), and partners from diverse backgrounds, cultures, and perspectives to achieve shared goals.
Effective Communication – Ability to articulate ideas and information clearly and persuasively across various channels and audiences, integrate communication best practices, and ensure messages are tailored, culturally sensitive, and impactful, promoting active listening and feedback mechanisms.
Results‑Orientation – Ability to effectively achieve results through proactive ownership, decisive action and strategic planning, ensuring goals are met within specified timeframes and in alignment with OPEC Fund’s strategic direction.
Learning Agility and Adaptability – Ability to swiftly learn, unlearn, and adapt to changing circumstances and emerging challenges, with a commitment to continual growth through embracing new ideas, technologies, updating functional expertise, and facilitating organizational resilience.
Stakeholder and Impact Focus – Ability to prioritize and address the needs and expectations of diverse stakeholders to achieve sustainable impact through stakeholder mapping, ensuring effective relationship management, transparent and timely communication, and aligning their contributions with OPEC Fund’s mission to deliver long‑term, positive outcomes.
Accountability – Ability to take responsibility for one's actions, decisions, and their outcomes, demonstrating integrity and reliability, adhering to established internal controls, setting clear expectations, and maintaining a high standard of ethical behavior.
Additional Information
Please note that this vacancy announcement may be used to fill multiple fixed‑term Executive Assistant positions within the OPEC Fund. By submitting your application, you may be included in the Executive Assistant Talent Pipeline, which may allow you to be considered for future fixed‑term assignments, subject to your participation in the full competitive recruitment process in accordance with the Human Resources Rules and Procedures.
Internal applicants may apply in line with the applicable recruitment guidelines.
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