Executive Assistant - Environment Directorate

The Organisation for Economic Co-operation and Development ( OECD ) is an international organisation comprised of 38 member countries, that works to build better policies for better lives. Our mission is to promote policies that will improve the economic and social well-being of people around the world. Together with governments, policy makers and citizens, we work on establishing evidence-based international standards, and finding solutions to a range of social, economic and environmental challenges. From improving economic performance and creating jobs to fostering strong education and fighting international tax evasion, we provide a unique forum and knowledge hub for data and analysis, exchange of experiences, best-practice sharing, and advice on public policies and international standard-setting.

The OECD Environment Directorate (ENV), in line with the strategic objectives of the Secretary General, provides relevant and timely information, analysis and advice to support governments in identifying and implementing the environmental policies needed to support a cleaner, more resource-efficient, low-carbon, resilient and green growth path. The Directorate currently comprises approximately 220 staff members working across a broad range of issues such as: green growth, climate change, biodiversity, water, eco-innovation, resource productivity and waste, environmental policy tools and evaluation, safety of chemicals, biotechnology and nanomaterials, sustainable finance and linkages between environment and tax, agriculture, energy, transport, development assistance, trade and investment policies. For more information, please refer to www.oecd.org/env .

ENV is looking for an Executive Assistant in its Directors’ Office to carry out a wide range of personal assistant and administrative duties to support the Director and his team. The selected candidate will be in charge of ensuring the smooth running of the Directors’ Office and will work under the supervision of the Director.

Main Responsibilities

Other

- Work collaboratively and constructively with ENV assistants and across the organisation.
- Contribute to directorate wide initiatives to improve team spirit and well-being.
- Carry out other related tasks as required.

Ideal Candidate Profile

Tools

- Excellent knowledge of the Microsoft Office Suite, in particular Word and Outlook. Experience using PowerPoint would be an advantage.
- Experience with the software packages used in the Organisation (eCouncil, Concur, Conference Room Reservations, SRP, ONE Author, SRM, etc.).
- Ability to quickly learn and adapt to new tools.

Languages

- Fluency in one of the two OECD official languages (English and French) and knowledge of the other, with a commitment to reach a good working level.

Responsibilities

Provide high-level executive and administrative support to the Director and Director’s Office, ensuring smooth daily operations.; Manage and optimise the Director’s calendar: appointments, internal/external meetings, work commitments, social functions, and international engagements.; Draft, proofread, format and finalise routine correspondence, official letters, memos and documents, process official documents via eCouncil/ONE and manage translations when required.; Maintain an accessible electronic and physical filing system and ensure proper management of confidential material.; Welcome and assist visitors, including high level officials, ensuring discretion and protocol are respected.; Foster and maintain strong working relations with counterparts across the Organisation (e.g., SG/DSG offices), national delegations, governments, the private sector and international organisations.; Screen, prioritise and manage emails for the Director: draft responses, redirect tasks, handle items not requiring the Director’s personal attention, and flag urgent issues.; Prioritise, track and follow up on incoming requests, projects and correspondence—ensuring deadlines are met, including those from the Office of the Secretary General.; Coordinate daily workflow in the Director’s Office and ensure effective information flow with internal divisions, delegations, and external partners.; In the absence of the Director or Deputy Directors, assess and escalate issues requiring immediate attention and liaise with Advisors accordingly.; Ensure that information is clearly and timely relayed to relevant staff and stakeholders.; Maintain professional, courteous communication on behalf of the Director’s Office with internal and external interlocutors.; Organise and manage logistical and administrative aspects of meetings led by the Director’s Office: room bookings, catering, technical requirements, document formatting, invitations, and coordination with internal support units.; Identify and assemble information for the Director prior to important meetings based on the information and programme.; Organise missions for the Director and Director’s Office staff: flights, hotels, registrations, visas, Concur mission orders, expense claims and reimbursement follow-up.; Prepare and assemble background documents, briefing files and relevant information for meetings and missions.; Liaise with government officials, local authorities and co organisers to ensure protocol, security and logistical arrangements for meetings or missions abroad.

Requirements

Very good secondary level education and relevant post-secondary education or experience, preferably within an international organisation.; Proven experience as a personal assistant to a high-level national or international civil servant, and experience in the environment domain would be an advantage.; Knowldege of the administrative rules, procedures and systems of the Organisation would be an advantage, or the ability to learn and assimilate them quickly.; OECD staff are expected to demonstrate behaviours aligned to six core competencies which will be assessed as part of this hiring processes: Vision and Strategy (Level 1), Enable People (Level 1), Ethics and Integrity (Level 1), Collaboration and Horizontality (Level 2), Achieve Results (Level 1), Innovate and Embrace Change (Level 1).; To learn more about the definitions for each competency for levels 1-3, please refer to OECD Core Competencies .