Executive Administrative Assistant -On-Call/Temporary
Full Time
New York, NY 10065
Posted
Job description
Culmen International is hiring an
Executive Administrative Assistant to provide support for the
United Nations Development Programme (UNDP) at UNDP headquarters in New York City, NY.
This position supports our future efforts with the United Nations in New York City. We are looking for individuals that would be interested in on-call temporary work options to support our various staffing needs for the United Nations.
Established in 2004, Culmen International is committed to enhancing international security, strengthening homeland defense, optimizing government operations and providing humanitarian assistance around the world. We provide technical and management expertise, develop innovative technology solutions, and deliver youth care services, logistics, training and language services worldwide. With experience in over 126 countries, Culmen supports our clients to accomplish critical missions in challenging environments.
The Executive Administrative Assistant provides effective and efficient support to office through management of information and documentation flow, organization of/preparation of meetings and follow-up on actions required and deadlines/commitments made, maintenance of protocol procedures, supporting communications between units.
Ensures effective and efficient support, focusing on the achievement of the following results:
- Efficient and discrete management of Calendars and administration of meetings, appointments, briefings and official travels for staff
- Organization of regular and ad-hoc meetings; preparation of meeting minutes/summaries of actions to be taken
- Coordination of/preparation of relevant documentation/background notes for meetings organized
- Tracking of progress on agreed issues; follow-up with focal points on deadlines, commitments made, actions taken and coordination of collection and submission of the reports
- Screening of incoming communications, filter outgoing correspondence for signature, clearance and further action by other staff
- Adherence to appropriate protocol and correspondence guidelines when communicating with partners
- Administration of travel for staff, as required, including itinerary, hotel reservations, preparation of travel authorizations, processing requests for visas, and other documents, etc
- Maintenance of the filing/archiving system ensuring safekeeping of confidential materials
- Contribution to development and use of automated filing system
- Coordination of the information flow and dissemination of corporate and interoffice communication to staff
- Maintenance of the calendar with major events, deadlines, in cooperation with other members of the team
- Draft routine correspondence and interoffice memos, general briefing notes, documents, reports, translations
- Publishing of relevant documents on the intranet
Basic Qualifications:
- 6+ years of experience in secretarial, administrative at a country or global level
- 3+ years of experience at the executive level
- Experience in the usage of office equipment and office software packages (MS Word, Excel, etc.) and in handling of web-based management systems, digital signature, and videoconferencing
- Proficiency in written and spoken English
Preferred qualifications:
- Experience with the United Nations
- Bachelor’s degree with specialized secretarial training
- Commuter reimbursement benefit available
At Culmen International we are committed to creating, promoting, and sustaining a culture of diversity, equity, and inclusion. Our commitment to these values is unwavering across all our work around the world. We include and celebrate employees of diverse races, genders, religions, sexual orientations, ethnicities, nationalities, socioeconomic statuses, languages, (dis)abilities, ages, and religious commitments. These differences drive innovative solutions to meet the needs of our employees and clients. Culmen is an equal opportunity employer.
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