Executive, Executive Office

About the Asia-Europe Organization (ASEF)

The Asia-Europe Foundation (ASEF) promotes understanding, strengthens relationships and facilitates cooperation among the people, institutions and organisations of Asia and Europe. ASEF enhances dialogue, enables exchanges and encourages collaboration across the thematic areas of culture, education, governance, sustainable development, economy and public health.

About the Executive Office

The Executive Office (EO) supports the Executive Director and Deputy Executive Director in advancing ASEF’s strategic objectives and organisational priorities. It facilitates the implementation of management decisions in line with the policy guidelines established by the ASEF Board of Governors and contributes to enhancing the organisation’s overall performance. The EO also ensures effective coordination and communication between ASEF and its stakeholders, as well as across ASEF’s Departments and Task Forces.

About the Position

This role provides essential coordination, administrative, and operational support to the Executive Office (EO), contributing to stakeholder engagement, outreach activities, organisational initiatives, project coordination, communications, and other matters that support the effective functioning of the Office.

Responsibilities

1. Executive Support

· Provide administrative and coordination supportto the Executive Office.

· Assist in coordinating the implementation andfollow-up of relevant action items arising from Board of Governors' decisions,and management discussions.

· Support the coordination of meetings involvingGovernors, ministers, government representatives, and other seniorstakeholders, including preparation of agendas, meeting materials, minutes, andfollow-up actions.

· Facilitate communication and follow-up betweenthe Executive Office and other departments on assigned action items.

· Assist in preparing presentations, briefingmaterials, talking points, reports, and other documentation for meetings andofficial engagements.

· Conduct basic research and gather relevantinformation to support the Department Director in addressing assigned mattersand preparing recommendations or briefing notes.

· Assist in communicating and promoting ASEF’sstrategic direction and initiatives to internal and external stakeholders, asrequired.

· Process and manage internal submissions, including routings,letters, and other departmental correspondence.

2. Assistance inStakeholder Relationship Management

· Support communication andcoordination with Governors, ASEF Partners, Contact Points, Senior Officials,and other stakeholders, as assigned.

· Assist in responding tostakeholder queries, coordinating follow-ups, and maintaining relevant recordsand information.

· Assist in preparing updates,reports, information notes, briefing materials, and correspondence forstakeholders.

3. Project and Budget Management

· Support the coordination and implementation of Executive Office projects (Finance and Audit Committee Meeting/Executive Committee Meeting/Board of Governors Meeting), special projects, and outreach activities, including research, content preparation, participant liaison, technical and logistical coordination, financial tracking and reporting.

· Coordinate with relevant internal departments and external stakeholders to support the smooth implementation of assigned projects and activities.

· Maintain well-organised documentation and records, including appropriate filing and indexing of physical and digital documents relating to projects and outreach activities.

· Assist with project budgetpreparation, tracking, and monitoring.

· Support the timely submissionof project reports and financial documentation and assist in monitoringexpenditure against approved budgets.

· Process departmental expenseclaims and corporate credit card submissions.

4. External Communication

· Assistthe Department Director in coordinating internal and external communicationswith relevant stakeholders.

· Supportthe preparation and dissemination of communication materials and updates, asrequired.

5. EO Database Management

· Maintain and update the EO database, includingthe Governors’ database (Form 45), stakeholder, and vendor contact records.

· Assist with Digital and CRM-related matters.

Any other tasks assigned by the Department Associate/Director.

Qualifications & Experience

• · Bachelor’s degree in Business Administration, Management, International Relations, Communications, or a related discipline.
• · 3-5years of relevant work experience in administrative support, executive support, event coordination, stakeholder engagement, or a related field.
• Experience in an international, multicultural, governmental, intergovernmental, ornon-profit organisation would be an advantage

Key Competencies

• Ability to work effectively in a team environment with strong interpersonal and communication skills
• Strong cultural awareness, ability to effectively communicate with colleagues from diverse professional and social backgrounds
• Ability to proactively take full charge of duties under their responsibility
• Capacity to multi-task, prioritise and contribute to diverse tasks simultaneously
• Ability to maintain confidentiality of sensitive information
• Strong judgment and professionalism in handling confidential matters and making decisions that align with organizational goals
• Strong planning and organisational skills; problem solving focus and ability to work independently across a range of tasks
• Proficiency in preparing presentations and high-level documentation.
• Adaptability, flexibility, ease with multi-tasking and working under pressure

How to Apply

*Link:https://tinyurl.com/ASEF-Executive-EO

The following documents need to be uploaded to the online application:

• Motivation letter (no more than 500 words) detailing the qualities and contributions that you can bring to ASEF
• Curriculum vitae (CV) with your contact details, highlighting your education, work experiences and other qualifications related to the job requirements
• Contact details of 2 referees who can comment about your recent work in a professional capacity; please mention the capacity in which you know them.

As we may receive a large number of applications, we seek your understanding that only shortlisted applicants will be contacted via e-mail.

ASEF is an employer who does not discriminate against any job applicant or employee based on gender, sexual orientation, disability, age, colour, ethnicity/race, national origin (ancestry), religion (creed), marital status or pregnancy.

ASEF promotes hybrid work arrangement.