Associate Executive Assistant

The Executive Assistant (Graduate) will provide dedicated support to the DDG of ITD through executive coordination, administrative management, and digital support. The role includes managing the DDG's schedule and communications, assisting in the preparation of speeches, briefing notes, and correspondence, and coordinating follow-up on priorities and deliverables arising from meetings and engagements.

The graduate will also support the DDG's office by facilitating communication across ITD divisions and with other ADB units, maintaining records and documentation, preparing reports and presentations, and helping ensure timely tracking of actions and commitments.

This role offers exposure to executive-level coordination, strategic communication, digital collaboration tools, and institutional processes, while developing administrative, analytical, and IT-related skills under the guidance of senior staff.

Detailed Tasks/Expected Output

1. Manage the ITD-DDG's calendar, travel, and meeting logistics to optimize time, priorities, and engagement readiness.
2. Draft, edit, and format speeches, talking points, briefing notes, and correspondence for the DDG's internal and external engagements.
3. Prepare meeting agendas, minutes, and follow-up trackers to ensure accountability and timely compltion of action items.
4. Consolidate divisional inputs into reports, dashboards, presentations, and status updates for the DDG and senior management.
5. Monitor departmental deliverables and deadlines, and follow up with divisions to ensure timely completion and escalation where needed.
6. Coordinate communication with ITD divisions, ADB departments, and external stakeholders to support collaboration and information flow.
7. Support governance, compliance, and administrative processes by maintaining records, organizing documentation, and assisting in procurement or budget monitoring tasks as needed.
8. Support the preparation of digital and visual materials such as presentations, briefing packs, infographics, and internal communication outputs using approved tools.
9. Assist in organizing workshops, meetings, missions, and departmental events involving the DDG, including logistics, materials preparation, and post-event documentation.
10. Provide weekly status updates and progress reports to the DDG and/or designated supervisor.
11. Perform other deliverables as required by the DDG, designated supervisor, and team from time to time.

IT Proficiencies and Digital Skills

The Executive Assistant (Graduate) is expected to demonstrate familiarity with, or the ability to quickly learn, the following digital tools and workplace technologies:

Essential IT / Digital Skills

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams, SharePoint).
• Ability to prepare professional documents, presentations, and trackers using advanced formatting and productivity tools.
• Strong email and calendar management using enterprise collaboration platforms.
• Comfort working with shared drives, document management systems, and digital filing structures.
• Basic data handling and reporting skills, including use of Excel for sorting, tracking, and summary tables.

Desirable Digital Skills

• Familiarity with Power BI or other dashboard/reporting tools.
• Exposure to Microsoft Power Platform tools such as Power Apps, Power Automate, or Forms.
• Experience using Canva, Adobe Creative Suite, or similar tools for creating visual materials and presentations.
• Interest in using AI-enabled tools to improve productivity, summarize content, draft materials, or support workflow automation.
• Familiarity with project tracking tools, task management systems, or collaborative platforms.

Additional Advantageous Exposure

• Experience with workflow automation, low-code/no-code tools, or digital content production.
• Knowledge of data visualization, reporting, or analytics.
• Interest in digital transformation, IT governance, or technology-enabled business support.

Requirement and Qualification (Education & Work Experience)

• Minimum qualification: MBA
• Strong academic record from a recognized university.
• Internship, project-based, volunteer, or work experience in executive support, administration, coordination, digital tools, or IT-related environments is preferred.

Essential skills and experience include:

• Excellent organizational and time management skills.
• Strong written and verbal communication skills.
• Ability to prepare executive-level correspondence, reports, and presentations.
• High level of discretion, professionalism, and attention to detail.
• Strong analytical ability and problem-solving skills.
• Ability to work effectively in a multicultural and matrixed environment.
• Willingness to learn from senior leadership and adapt to evolving priorities.

Additional experience that would be advantageous:

• Exposure to executive support functions in a corporate, public sector, or multilateral organization.
• Familiarity with IT governance, project coordination, or departmental reporting.
• Experience with digital tools used for collaboration, reporting, or workflow automation.
• Leadership experience through university organizations, volunteering, or internships.

Reporting and Coordination

• The Executive Assistant (Graduate) will report to the DDG of ITD or a designated senior staff member in the DDG's office.
• The incumbent will provide weekly updates on office priorities, follow-up actions, and deliverable status.
• Regular coordination will be required with ITD divisions, ADB departments, and external stakeholders on behalf of the DDG's office.
• Compliance with ADB's security, risk, confidentiality, and administrative guidelines is mandatory in all tasks and processes.

Work Arrangement

• The Executive Assistant (Graduate) `role requires onsite reporting at ADB Headquarters in Manila five (5) days per week, unless otherwise advised or approved by the Deputy Director General based on operational requirements.
• The standard work schedule is 8:00 AM to 5:00 PM (Manila time), with flexibility subject to agreement with the DDG or designated ITD supervisor to accommodate departmental priorities and official engagements.