As the principal intergovernmental organisation of the Commonwealth, the Commonwealth Secretariat implements the collective decisions of its 54 member governments. The Communications and Public Affairs Division (CPAD) is responsible for projecting the image of the Commonwealth and the Commonwealth Secretariat, its values and activities to member governments, the media, specialist groups, young people, and to the general public. It does this mainly through various media, public relations and information dissemination activities.
The Executive Assistant provides secretarial and administrative services primarily to the Director, Communications & Public Affairs Division (CPAD), as well as to other CPAD professional colleagues as required. S/he reports to the Director CPAD. Duties include assisting the Director with sensitive and confidential matters, facilitating the Director’s correspondence and telephone contacts and initiating some correspondence independently, maintaining the Director’s files (including confidential material), managing the Director’s diary appointments and preparing all necessary material for the Director’s meetings, facilitating travel arrangements, some other general filing, and assisting with budgetary matters insofar as the Director’s official expenditure is concerned, as well as making arrangements for the Director’s official entertainment.
Reporting to the Director CPAD, the post-holder will provide a secretarial service to the Director CPAD and, when required, to other professional staff of CPAD.
- Provide a range of confidential and professional administrative services to the Director, including typing, drafting correspondence and preparation of briefing material;
- Provide a range of secretarial services to the Director including facilitation of visitors, answering of telephone calls, , as well as communication with High Commissions, Commonwealth NGO’s in arranging meetings, appointments etc;
- Dealing with the Director CPAD’s appointments and diary and in communicating the Director’s diary commitments to all relevant personnel in the Secretariat;
- Carry out background research into and preparation of briefs on subjects dealt with by the Office.
- Preparation and production of documents such as invitations, travel programmes and other documents, including occasional drafting of correspondence independently;
- Coordinating and organising travel and entertainment arrangements for the Director CPAD as well as assist with acquittals and other accountability requirements;
- Maintain up-to-date databases and lists of relevant contacts;
- Responsible for the records management of the Director CPAD including electronic and manual confidential files
- Provide administrative support for meetings, workshops and seminars including taking minutes, collating minutes and other memoranda;
- Perform other duties as may be required, including general administrative support in CPAD when other colleagues are absent.
- Secondary Qualification to “A” Level or equivalent vocational qualification.
- Recognised qualification in secretarial work or graduate level qualification.
- At least three years relevant secretarial and administrative experience.
- Experience using Microsoft Office, especially Word, Excel and Outlook.
- Experience working for senior level executives/managers in an Executive Assistant capacity.