New Development Bank (NDB)
Website:
ndb.int
Job details:
Closing on: October 16 , 2026 at 11:59pm (China Standard Time)
Duty Station: Shanghai, China
Position requires relocation to NDB Headquarters in Shanghai, China
Job Description: Executive Secretary to the Vice President and Chief Financial Officer
Reporting to the Vice President and Chief Financial Officer (VP&CFO), the Executive Secretary of the New Development Bank will provide administrative support to the Office of the Vice President, managing the day-to-day administrative tasks, which include scheduling appointments, arranging events, meetings and travel, organizing and maintaining paper and electronic files, and managing documents as may be decided by the Vice President from time to time ensuring the office runs smoothly.
Specific responsibilities include but not limited to:
• Manage the Vice President's calendar by efficiently scheduling appointments as per the priority set by the Vice President.
• Manage the incoming and outgoing calls on the phone line of the Vice President's office.
• Schedule meetings, events, conferences and arrange conference rooms.
• Prepare agendas for the meetings, as and when required.
• Manage travel reservations and other logistic arrangements in line with the Bank's protocol and other applicable policies and processes. Co-ordinate travel arrangements; prepare itineraries; prepare, compile and maintain travel vouchers and records.
• Manage the visitors to the Vice President's office.
• Determine the matters of top priority and handle accordingly.
• Manage sensitive and confidential information to and from the Vice President's office.
• Establish, maintain and ensure timely update of paper and electronic filing system for records, correspondence and any other material for the Vice President, in accordance with the Bank's procedures.
• Compose, type, and distribute meeting notes, routine correspondence and reports.
• Open, read, route, and distribute incoming mail and other material, and prepare answers to routine letters.
• Operate an electronic mail system and coordinate the flow of information both internally and with other organizations.
• Perform general clerical duties to include but not limited to photocopying, faxing, mailing, and filing.
• Provide administrative support and coordinate office management activities, as and when needed.
• Support the team in the Office of the Vice President as required.
• Other duties and responsibilities assigned from time to time.
Requirements
• Bachelor’s degree or equivalent in Administration, Finance or relevant field from a reputable university.
• A minimum of 7 years of proven experience as a secretary, office assistant or in a relevant administrative role. Experience in multilateral development banks or other international financial institutions is highly preferred.
• Thorough knowledge of office equipment, proficiency in MS Office and understanding of office management procedures.
• Excellent organizational and time management skills.
• Analytical abilities and aptitude in problem-solving.
• Refined communication skills in banking, administrative or diplomatic functions.
• Experience working in a multi-cultural work environment.
• Fluency in English essential to communicate in written and verbal format.
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