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Grow Asia 
Executive Assistant

Location: Singapore

JOB DESCRIPTION

BACKGROUND:

 

Grow Asia was established by the World Economic Forum in 2015 in collaboration with the Association of
Southeast Asian Nations (ASEAN) in response to the urgent need to transform food systems to be more
inclusive, sustainable, and resilient to climate change. As a multi-stakeholder platform, Grow Asia works
with more than 600 global and regional partners to broker market driven solutions across Southeast Asia.
We do this by convening leading decision makers from public, private, and civil society organizations,
mobilizing partnerships and funding models, and delivering best practice through the implementation of
collaborative public-private projects at a field-, national-, and regional level.


The Grow Asia network comprises our regional office in Singapore and five country chapters in Cambodia,
Indonesia, Papua New Guinea, the Philippines, and Viet Nam. The network operates through 44 national
and sectoral Working Groups and is already reaching more than 2.5 million smallholders across Southeast
Asia with market led solutions. In 2020, Grow Asia was accredited as an Entity Associated with ASEAN.
This accreditation recognizes the important role Grow Asia plays in the region, particularly in facilitating
multi-stakeholder partnerships and acting as a delivery mechanism for ASEAN programs.


As our work continues to expand, Grow Asia is now seeking to appoint a talented and seasoned
administrator to join our team in Singapore as Executive Assistant to the senior management team.

THE ROLE:

This new position is critical to ensuring the smooth operation of the Regional Secretariat team in Singapore, and the ongoing development of our small but dynamic, highly effective, and well-connected network.

 

The Executive Assistant will provide executive and administrative support to the Executive Director and the senior management team, and will coordinate administrative functions for the Secretariat including diary planning, travel, office management, and event planning. This role reports to the Lead, Finance and Operations.

 

We seek a highly motivated, organized and experienced all-rounder for this critical role.

RESPONSIBILITIES

include but are not limited to:

 

  • Assists the Executive Director (ED) and senior management team with daily administrative duties and completes a broad variety of administrative tasks that include managing an active calendar of appointments; completing expense reports; composing and preparing correspondence; arranging complex and detailed travel plans, itineraries and agendas and compiling documents for meetings.

  • Communicates with staff and stakeholders on the ED’s behalf and coordinates logistics with high-level meetings both internally and externally. Coordinates meetings, and activities with the Management Team and other staff members globally.

  • Communicates directly and on behalf of the ED with Council members and senior stakeholders on matters related to governance and external relations.

  • Supports ED in her/his external commitments and speaking engagements.

  • Administratively supports the Lead, Operations and Finance with confidential matters relating to finance, recruitment and employee relations. 

  • Provides administrative oversight to the Governance Councils and supports the Head of Partnerships in coordinating Council activities and travel, including Council meetings, new member orientations, arranging travel and accommodation, processing travel reimbursement requests, and compiling and distributing Council meeting materials.

  • Maintains confidential files and contact information; coordinates meetings, conferences, and events on and off-site to support the senior management team.

  • Participates as an adjunct member of the senior management team, including assisting in scheduling and attending meetings. Prepares an account of meetings and designates and follows up on assigned action items.

  • Performs other duties as assigned from time to time by the ED and Lead, Operations and Finance.

  • Provides general administrative assistance as needed to include but is not limited to, answering phones, accepting packages and other deliveries, and greeting and signing visitors/guests.

  • Prioritizes conflicting needs; handles matter expeditiously, proactively, and discretely and follows through on projects to successful completion, often with deadline pressures.

THE SUCCESSFUL APPLICANT: 

 

  • Bachelor’s degree or equivalent experience with a social sciences background and an interest in
    global issues.

  • 6-10 years of working experience, including experience supporting C-suite executives, preferably in
    an international non-profit organisation.

  • Strong organisational skills that reflect the ability to perform and prioritise multiple tasks seamlessly
    with excellent attention to detail.

TECHNICAL AND PROFESSIONAL KNOWLEDGE

  • Strong business acumen with the ability to synthesise key themes and deliverables from objectives and strategies defined by senior management.

  • Excellent interpersonal skills, including verbal and written communication, negotiation, cross-team project management and consensus-building.

  • Highly resourceful team player with the ability to be effective independently.

  • Emotional maturity, patience, curiosity, and a sustained willingness to change one’s mind.

  • Proven ability to handle confidential information with discretion, be adaptable to various competing demands and demonstrate the highest level of service and response.

  • Demonstrated ability to achieve high-performance goals and meet deadlines in a fast-paced environment.

  • Forward-looking thinker who actively seeks opportunities and proposes solutions.

  • Fluency in English and proficiency in additional Asian language(s) is an advantage.

  • Proficiency in Google Workplace (G Suite), Dropbox, and Microsoft Office, including MS Word, EXCEL and PowerPoint; knowledge of financial management systems would be helpful.

Location: Singapore
Travel requirement: 10% of the time

Salary: Competitive

Start date: Immediate

WHAT’S ON OFFER:

In addition to a competitive salary, this role provides a unique opportunity to (1) develop your capabilities
and broaden your skill set in an organization that supports continuous growth, (2) work with a highly
motivated, collaborative, efficient and compassionate team that also values autonomy, (3) be part of a
dynamic, well-respected and credible entity in Southeast Asia, (4) connect with the World Economic
Forum and its Food Action Alliance, and participate in the global agenda on food security and agricultural
development, and (5) contribute to social, economic and environmental progress in Southeast Asia and
beyond.

HOW TO APPLY:

Qualified applicants are invited to send your resume and cover letter to careers@growasia.org. We ask
that you kindly include your name and the position you are applying for in the subject line (e.g.,
“Application: Executive Assistant – Your Name”).


Due to the volume of applications expected, only shortlisted candidates will be notified.

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As a multi-stakeholder platform we believe all voices matter, and we actively seek to bring them to the table.
Aligned with this ethos, Grow Asia is committed to equal employment opportunity regardless of race,
religion, sex, national origin, sexual orientation, age, marital status, disability or gender identity.

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