Executive Assistant Internship at Seoul, South Korea (The World Bank)
Executive Assistant Internship position is located in Seoul, South Korea and the term duration for this position is for Two years.
- Provide high-level executive support to the Special Representative, managing their schedule, appointments, and correspondence with discretion and efficiency. Ensure effective time management and oversee office activities to ensure timely follow-up.
- Set up Business Planning meetings and coordinate all meetings with and chaired by Special Representative to ensure the team meets business planning targets;
- Coordinate agenda, prepare materials, take minutes and monitor follow-up actions as a member of regional Department Management Team (DMT);
- Ensure relevant documents and papers are available for meetings, deadlines are met, and documents requiring Res Rep signature(s) are of high quality and adhere to administrative and operational guidelines;
- Drafts/finalizes correspondence on a range of topics on behalf of Special Representative and prepare minutes of meetings;
- Prioritize and channel communications of country office, take minutes, monitor and follow up on issues and priorities, and ensure that appropriate consultations take place;
- Leadership of the Administrative Client Support (ACS) staff:
- Assesses and evaluates the training needs for ACS staff in the CO, through the information and Learning Plans, and arranges regular in-country team building trainings for ACS staff.
Representation contacts and Liaison
- Interact with an extensive network of country office stakeholder contacts (internal and external to the WBG) at the most senior level –both internal and external visitors/callers and dignitaries.
- Maintain regular contact both informally and formally with a wide range of staff, and clients to stay abreast of emerging issues requiring Res Rep attention and establishing a program of systematic interaction with staff and follow up.
- Collaborate closely with other Executive/Program Assistants within and outside of the region.
- Support and work collaboratively with members of the immediate work team and with other colleagues and staff in diverse work groups/teams/task forces, across Bank Group offices.
HR proxy Role
- Assist and participate in shortlisting and interviewing panels, specifically as requested per panel composition.
- Identify advertising media and coordinates posting of vacancy announcement. Drafts the selection criteria (education/years of experience and relevant competencies) in the TOR for review by HRBP.
- Notify HR Recruitment Team to issue Entry on Duty Personnel Action Form (PAF).
- Drafts regret emails for interviewed but non selected candidates (CMU mapped)
- Review STC/STTs contracts for finalization and ensure fee rates are within guidelines.
- Assist the HRBP in the onboarding of new hires and comers.
- Notify responsible focal points to arrange for office space, IT equipment, security briefing of new entrants.
- MBP Serve as MBP Administrator/back-up of focal point of Medical Emergency of Country office.
- Mobility Assists in the coordination of relocation of international staff, working in partnership with the Global Mobility Center.
- Exits Provide logistical support for staff leaving the office, in accordance with exit procedures
- Act as one of Key Relocation Partners with Global Mobility Team;
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Selection Criteria For Executive Assistant Internship:
- Minimum Education: Bachelor’s degree. Candidates with master’s degree in business administration or other relevant fields will have an advantage.
- Minimum of five years of direct relevant experience.
- Experience in supporting manager position both within and outside the Bank, previous experience or exposure as an Executive Assistant is an advantage.
- Proficient in Korean and English communication, adept at drafting, editing, and ensuring clarity in various correspondences on diverse topics, including documents needing approval or signature.
- Excellent interpersonal and intercultural communications skills; maturity and ability to interact responsively and tactfully with staff at all levels, with demonstrated good judgment and discretion.
- Strong organizational skills and demonstrated ability to multitask and judge priorities under extremely tight deadlines.
- Demonstrated ability to be proactive, exercise sound judgment, and use problem-solving skills in dealing with unexpected situations, often under pressure.
- Ability to coach and mentor junior ACS staff.
- Ability to create a positive and cohesive team environment within the Country Office and in dealing with the other Bank units.
- Expert use of all relevant computer software using advanced functions on Bank standard computer applications, in particular: MS Office, SAP, etc.
- Effective analytical, research, innovative and problem-solving skills.
- High degree of independence, motivation, initiative and reliability.
- Flexibility and willingness to adjust scope of responsibilities.
- Flexibility with working hours and willingness to work overtime.
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