Executive Assistant - Communication And Coordination

About IPAG Asia Pacific

IPAG AP is a Not-for-Profit civil society knowledge outfit based in Melbourne with offices in five continents which include South Asia (Dhaka & Delhi), Middle-East (Dubai), Europe (Vienna) & Africa (Mauritius). IPAG AP engages with policymakers, industry leaders, academia, and civil society to address pressing challenges in areas which include international relations & strategic affairs, sustainable development goals (SDGs), trade & investment, climate change & energy transition. digital transformation & cybersecurity.
The organization is committed to bridge the gap between theory and practice, ensuring that its work contributes meaningfully to creating impactful solutions for the countries and communities it serves. IPAG AP operates as a hub for transformative ideas and partnerships, striving to build a resilient and prosperous future for the region.

Role Overview: Administrative, Logistical, and Documentation Support for Executive Meetings

A highly organized, efficient, and bright young professional/graduate/undergraduate with excellent listening, writing, analytical, and documentation skills who can capture meeting discussions, prepare accurate meeting minutes, compile business reports, and draft concept notes or related documents based on discussions and reports. S/he will assist the Chairman IPAG AP by providing administrative, logistical, and secretarial support during his meetings in Australia from December 2-13, 2024 which include Melbourne, Canberra, Sydney, Perth, and Adelaide.
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Key Responsibilities:

1. Meeting note-taking & minutes preparation:
o Act as a rapporteur during business meetings, workshops, and conferences.
o Take detailed and accurate notes during discussions.
o Draft and finalize professional meeting minutes in a clear, concise, and structured format.

2. Report preparation:
o Develop reports from meeting minutes, summarizing key points, action items, and outcomes.
o Ensure reports are formatted consistently and delivered in a timely and orderly manner.

3. Concept note & document development:
o Prepare concept notes, and other documents based on reports and meeting discussions.
o Ensure documents align with organizational goals and objectives.

4. Communication & coordination:
o Liaise with stakeholders to in support of engagement with the Chairman, IPAG AP.
o Communicate with internal teams to ensure follow-up on action items.

5. Document management:
o Organize and maintain records of meeting minutes, reports, and concept notes.
o Ensure all documents are stored securely and accessible to relevant stakeholders.
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Required skills and qualifications:

• Technical proficiency:
o Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
o Familiarity with collaboration tools (e.g., Google Workspace, Microsoft Teams).
o Basic knowledge of project management tools is a plus.

• Key competencies:
o Excellent written and verbal communication skills in English.
o Strong analytical and organizational abilities.
o High attention to detail and accuracy.
o Ability to manage time effectively and work under tight deadlines.
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• Behavioral attributes:
o Professional and matured in demeanor and of high moral and ethical values.
o Proactive, self-motivated, and able to work independently.
o Team-oriented with excellent interpersonal skills.
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Additional:
• Will require travel for off-site meetings or conferences across Australia
• Ability to attend virtual and in-person meetings outside regular working hours if necessary.
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