Associate Office Manager
Organizational Context
The International Seabed Authority (ISA), based in Kingston, Jamaica, is an intergovernmental organization established under UNCLOS. It regulates activities in the seabed beyond national jurisdiction, focusing on resource administration. The Executive Office of the Secretary-General (EOSG) ensures efficient operations, coordinating executive communications, senior management, protocol, and high-level engagements.
Job Purpose
The Associate Office Manager provides essential high-level executive, administrative, and protocol support to the Secretary-General of the International Seabed Authority. This role is crucial for the efficient functioning of the Executive Office. Key responsibilities include managing the Secretary-General's schedule, coordinating high-level meetings and official engagements, handling executive correspondence, and serving as the Ex-Officio Secretary to the Senior Management Group. The position also involves extensive liaison with Member States, diplomatic missions, and external stakeholders, ensuring seamless protocol services and effective communication for the Secretary-General's activities and international engagements.
Responsibilities
The Associate Office Manager is responsible for comprehensive executive office administration and coordination. This includes managing the Secretary-General's calendar, scheduling appointments, and coordinating meetings, conferences, and official engagements. The role involves receiving high-level visitors, arranging senior-level functions, and serving as Secretary to the Senior Management Group, including minute-taking. Coordination of official travel, preparation of briefing materials, and management of executive correspondence are key duties. Additionally, the position handles protocol and diplomatic liaison, advising on protocol matters, serving as a liaison between ISA and diplomatic missions, and managing the ISA Blue Book and Order of Precedence. This includes organizing signing ceremonies, coordinating receptions, and liaising with host government and legal affairs on diplomatic privileges.
Work Experience
A minimum of two years of progressively responsible experience in executive office management, administration, or protocol is required. Experience within international or intergovernmental organizations is necessary, along with strong office systems and coordination experience at an executive level. Proficiency in Microsoft Office and digital communication tools is also required.
Skills
Professionalism, sound judgment, confidentiality, organizational excellence, ability to manage multiple priorities, clear and effective written/oral communication, strong coordination, prioritization, and time management skills. Planning and organizing abilities, including goal setting and resource allocation. Performance management skills, including delegation, feedback, and staff development.