Executive Assistant (Multiple Roles) at The OPEC Fund for International Development – Austria
Executive Assistant (Multiple Roles) at The OPEC Fund for International Development – Austria
The OPEC Fund for International Development is a multilateral development finance institution founded in 1976 to promote sustainable development and reduce poverty across developing countries worldwide. The organization is supported by twelve member nations including Algeria, Ecuador, Gabon, Indonesia, Iran, Iraq, Kuwait, Libya, Nigeria, Saudi Arabia, the United Arab Emirates, and Venezuela.
The institution is currently recruiting experienced professionals to fill the position of Executive Assistant. This role provides strategic administrative and operational support to senior leadership and plays a critical role in ensuring the efficient functioning of the Vice President’s Office.
Job Details
- Job Title: Executive Assistant (Multiple Positions)
- Organization: The OPEC Fund for International Development
- Location: Austria
- Employment Type: Full-time
- Industry: International Development / Finance Institution
Job Overview
The Executive Assistant provides high-level administrative, coordination, and organizational support to the Vice President, ensuring smooth daily operations and effective communication across departments. The role involves managing complex schedules, coordinating institutional workflows, preparing executive documentation, and supporting high-level engagements.
This position serves as a key coordination hub between the Vice President’s Office, internal departments, and external stakeholders, ensuring alignment with institutional policies and operational standards.
Key Responsibilities
Executive Support & Coordination
- Provide comprehensive administrative and organizational assistance to the Vice President.
- Manage executive calendars, meetings, and travel logistics.
- Screen incoming correspondence and prioritize critical matters.
- Draft, format, and finalize reports, presentations, and official communications.
- Maintain accurate meeting records and ensure secure archiving of documents.
- Utilize digital tools to improve workflow management and administrative efficiency.
High-Level Meetings & Engagements
- Prepare agendas, briefing materials, and documentation ahead of meetings.
- Coordinate logistics for executive meetings, conferences, and events.
- Record and distribute meeting minutes with clear action tracking.
- Support preparation for internal and external executive engagements.
Cross-Unit Coordination
- Coordinate submissions across departments for reports, budgets, and work programs.
- Act as liaison between senior management and institutional stakeholders.
- Monitor progress of executive submissions and ensure timely follow-ups.
- Support workshops, trainings, and committee coordination activities.
Document Management
- Maintain structured document repositories and electronic filing systems.
- Ensure confidentiality and secure handling of sensitive information.
- Standardize digital filing practices and compliance requirements.
- Oversee document workflows for timely processing.
Qualifications and Experience
- Bachelor’s Degree in Business Administration, Public Administration, Finance, Commerce, or related discipline.
- Minimum of 10 years relevant experience supporting senior executives in complex organizations.
- At least 3 years experience within an international organization or development institution is preferred.
- Alternatively, secondary education with advanced administrative training and 15 years of progressive Executive Assistant experience.
- Strong ability to manage confidential information and make procedural decisions.
- Experience working within multicultural and fast-paced environments.
- Fluency in English is required; Arabic, French, German, or Spanish is an advantage.
- Advanced proficiency in Microsoft 365 tools.
- Experience with ERP or document management platforms such as SAP or SharePoint is beneficial.
Core Competencies
- Collaboration and teamwork across diverse environments.
- Strong communication and stakeholder engagement skills.
- Accountability, professionalism, and ethical conduct.
- Results-driven mindset with strategic planning ability.
- Adaptability and continuous learning orientation.
Salary Information
Salary: The salary for this position was not stated in the official job announcement.
How to Apply
Interested and qualified candidates should submit their applications through the official OPEC Fund careers portal using the link below:
Apply for Executive Assistant Role
Application Deadline: 9th April, 2026
Career Tips for Executive Assistant Professionals
- Master Organizational Tools: Learn advanced scheduling and workflow systems to manage executive priorities efficiently.
- Improve Communication Skills: Executive Assistants often represent leadership and must communicate clearly and professionally.
- Develop Confidentiality Practices: Handling sensitive information responsibly builds trust with senior management.
- Learn Digital Collaboration Platforms: Tools like Teams, SharePoint, and ERP systems are increasingly essential.
- Build Multicultural Competence: International organizations value professionals who work effectively across cultures.
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Disclaimer
This job listing is published for informational purposes only. Applicants should apply directly through the employer’s official recruitment platform.
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