Event and Administrative Coordinator

Main Responsibilities

Executive Administrative Assistance and Office Coordination:

• Provide comprehensive executive administrative support to the Head of the Centre, including managing schedules, monitoring priorities, timelines and milestones and coordinating with relevant actors to enhance workflow efficiency.
• Anticipate and actively prepare meetings, events and missions, ensure that the Head of Centre is provided with all pertinent information and documentation and context in advance, ensure the Head of Centre’s meeting files are up to date.
• Manage information flow, advise the Head of Centre on a wide range of external and internal issues, relating to both substantive outputs as well as organisational matters, flag priority and sensitive issues and propose solutions as appropriate.
• Oversee the coordination of complex administrative processes, such as document management, information dissemination, and correspondence handling, ensuring accuracy and confidentiality at all times.
• Develop and maintain effective systems for tracking and monitoring administrative tasks, deadlines, and action items, proactively addressing issues and mitigating risks as they arise.
• Serve as a key point of contact for internal and external stakeholders, demonstrating professionalism, responsiveness, and discretion in all interactions.

Mission Planning and Travel Coordination:

• Take a lead role in organising official missions and travel arrangements for the Head of the Centre and team members, managing logistics, itineraries, and expense reporting with meticulous attention to detail.

Meeting and Event Management:

• Lead the planning and execution of high-level workshops, meetings, symposia, and conferences, managing all aspects of event logistics, including venue selection, agenda development, participant coordination, and on-site support.
• Prepare and distribute meeting materials, presentations, and briefing documents, ensuring accuracy, consistency, and adherence to organisational standards and protocols.

IT support:

• Management of IT equipment, access rights, software installation requests and first level support in coordination with corporate support teams
• Participation in IT officers meetings with focus on needs in GRC, information and follow up with teams
• Coordination of GRC participation in projects and pilot projects linked to the IT environment and safety, including AI
• Management of IT equipment and subscriptions in a cost effective way, and keeping information via a GRC database readily available to managers, budget officers and Directorate of Digital Knowledge and Information Service (DKI).
• Coordination of remote equipment management in coordination with DKI.
• Support to teams and DKI with migration to the new platforms and tools following DKI agenda, and support for key updates
• Continuous support to teams for best practice and management of eShare and  MsTeams projects
• Contribution to the teams being more self-sufficient, with Multimedia, Remote Conferencing, and new tools provided by DKI.

Keeping up to date with latest IT systems and tools used in GRC:

• Participating in trainings to be able to master new tools, evaluate their interest for GRC, and support colleagues when helpful.

Other:

• Execute ad-hoc administrative tasks as required, demonstrating flexibility, adaptability, and responsiveness to evolving priorities and deadlines.
• Collaborate closely with the Resource Management Advisor to manage office procurement, inventory control, and expenditure tracking, ensuring compliance with organisational policies and procedures.
• Foster a culture of collaboration, innovation, and continuous improvement within the Centre, actively contributing ideas, feedback, and recommendations for enhancing operational effectiveness and team performance.
• Serve as a backup support resource for other administrative staff within the Centre, providing assistance and coverage as needed to ensure seamless continuity of operations.

Ideal Candidate Profile

Academic Background:

• A university degree in business administration, office management or public administration, and/or other related field. If very experienced also a secondary degree will be considered.

Professional Background:

• Relevant experience, ideally in an international environment, including organisation of large-scale meetings and events, as well as travel management, digital resources management.

Tools:

• Good knowledge and experience of the use of Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and a range of OECD software packages e.g; SAP Missions, Event Management System, Conference Reservation Management System, O.N.E, SRP, SharePoint, Olis and ability to quickly learn other range of software packages.

Core Competencies:

• 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 …