Opportunities at Clean Air Asia

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Executive Assistantt

Location: Clean Air Asia office in Manila
Duration of Appointment: 4-year contract; to be renewed at the end of contract based on satisfactory performance
Application closing date: 24 August 2015
Estimated Start Date: As soon as possible

An exciting opportunity has arisen for the right person to join our friendly, busy offices here in Ortigas, Pasig City, Metro Manila working for an international NGO and supporting our work for better air quality across Asia. The role will involve working with the Executive Management and Management Team, individual staff, teams and working groups within the organization – as well as with key external stakeholders.

We are looking for an experienced Executive or Personal Assistant with impeccable organization and administration skills with the ability to plan and prioritize work. You will be an excellent communicator with relationship management skills, having worked with internal and external stakeholders at all levels – from staff to CEOs. We are looking for an individual with proven experience of working in an administration environment, preferably in an event related capacity, with the ability to work under their own initiative and complete tasks to a high standard.

To provide full executive assistant services to the Executive Management offices, provide support to the Clean Air Asia Partnership and Members, office administration, and project implementation and documentation.

Under the direct supervision of the Executive Director, the Executive Assistant will have the following responsibilities.

A. Support to the Executive Director and Deputy Executive Director:
o Providing a comprehensive support service to the Exec. Director and the DED, including the proactive management of the diary, prioritizing email and correspondence and ensuring they are fully briefed
o Proactive follow up with senior management team and others on actions activated by the Exec. Director or DED ensuring they are completed and key information recorded
o Use of judgement and knowledge to answer queries without asking the Director and delegate actions to relevant teams necessary
o Leading, managing and motivating the Admin Assistant
o Drafting high-level correspondence for Exec. Director
o Compiles and prepares briefing/progress reports, prepares mission folder for the Executive Director and DED as requested
o Document proceedings and results of meetings were required

B. Support to Clean Air Asia Partnership and Members
o Coordinate Clean Air Asia Partnership activities together with the Deputy Executive Director
o Assist in organizing Partnership and Members meetings including logistical arrangements
o Document proceedings and results of meetings, follow-through work were required

C. Projects and Events Coordination
o Coordinate the preparation and organization of Better Air Quality (BAQ) Conferences
o Assist in preparation of project proposals, track progress and follow up current status
o Assist in implementing projects especially projects with a large coordination component, many partners, and including non-technical research, conducting surveys and establishing databases

D. Other tasks
o Maintain and update assigned office filing systems and records in accordance with an existing filing and documentation framework
o In coordination with the Admin Assistant, provides efficient reception services by screening incoming telephone calls, taking accurate messages, dealing with queries from callers and visitors, establishing nature and priority of requirements of unexpected visitors, to ensure they are attended to and/or referred in a timely manner to the concerned staff/appropriate party
o Performs any other duties as may be required and reflected in the incumbent’s workplan

• Demonstrated commitment to our work
• A university degree or equivalent
• At least 3 year experience working in administration or PA responsibilities, and/or in a fast-paced environment
• Excellent organizational, multi-tasking and time management skills; ability to complete tasks efficiently
• Thorough attention to detail and research skills
• Proactive approach; ability to identify and take charge of tasks and work independently as part of multi-cultural and multi-disciplinary team
• Excellent verbal and written English
• Strong written, verbal and interpersonal communication skills, including excellent writing skills and experience taking meeting minutes
• Capacity to work under pressure and to meet deadlines
• Ability to handle confidential information and projects with professionalism and discretion
• Self-motivated, highly enthusiastic, and willingness to go the extra mile
• Highly proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook).

The selected candidate will be appointed from September 2015 to September 2019 under a staff contract with possibility of extension based on satisfactory performance; with probationary period of 3 months. The base monthly remuneration is competitive and can vary subject to the candidate’s professional qualifications and work experience. Government-mandated employee benefits will also be provided. Clean Air Asia provides 24 days paid leaves and observes 11 public holidays per year. Clean Air Asia also provides opportunities for travel domestically and internationally.

Quoting reference application “Executive Assistant” in the subject line, applicants should email their application letter, current CV (as Word attachments), to Clean Air Asia, center@cleanairasia.org, on or before 24 August 2015. All applicants should state the reasons for their interest in the position, relevant details of qualifications and experience, and contact details for three referees. We encourage early application as applications will be processed as they arrive so the recruiting process may end earlier than closing date. Only shortlisted candidates will be contacted. For further information on the position you may contact Mr. Art Docena, art.docena(at)cleanairasia.org.

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