The International Atomic Energy Agency (IAEA), the world’s premier organization for promoting the peaceful use of nuclear technology and safeguards, is seeking a highly organized and proactive Executive Assistant (G5) to join its Department of Safeguards. This is a unique opportunity to provide critical support at the heart of global nuclear non-proliferation efforts. Based at the prestigious Vienna International Centre, you will be the operational backbone for a Director’s office, managing a wide range of administrative, logistical, and correspondence functions. If you are a meticulous professional with impeccable discretion and a passion for contributing to a mission of global significance, we encourage you to apply.
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Position Elaboration: Executive Assistant (G5), Office of Information and Communication Systems (SGIS)
Job Identification: 2025/0471 (016601)
Grade: G5
Primary Location: Vienna, Austria – IAEA Headquarters
Organization: SGIS – Office of Information and Communication Systems, Department of Safeguards
Job Posting Date: September 3, 2025, 3:13:52 PM (Local Time)
Closing Date: September 24, 2025, 11:59:00 PM (Local Time)
Contract Type: Fixed Term – Regular (36 Months)
Probation Period: 1 Year
Full Competitive Recruitment: Yes
IMPORTANT NOTICE: The deadline for submitting applications is determined by the local time zone where the applicant resides. This selection exercise may establish a roster of pre-vetted candidates to fulfill future staffing requirements for analogous functions across various Departments and Offices within the IAEA.
Main Purpose of the Role:
The Executive Assistant is the central pillar of administrative support within the Division, ensuring the seamless and efficient functioning of the Director’s office and the broader divisional workflow. This role demands a unique blend of exceptional organizational acuity, unwavering discretion, and proactive initiative. The incumbent provides comprehensive executive assistance to the Director, acting as a gatekeeper, coordinator, and facilitator to optimize the Director’s effectiveness and enable the Division to meet its strategic objectives.
Key Results Expected / Functions and Responsibilities
1. Correspondence and Records Management: Ensuring Precision and Accountability
- Serve as the primary hub for all incoming and outgoing communications. Expertly review, screen, and prioritize all incoming correspondence and documents, conducting preliminary checks for accuracy, completeness, and compliance with established guidelines.
- Route correspondence to the appropriate officers for action or information, while personally retaining and preparing items that require the Director’s direct attention. This includes assembling all necessary background information and maintaining a sophisticated follow-up system to ensure timely responses.
- Compile, draft, and finalize the Division’s responses, reports, and non-routine correspondence in strict adherence to the IAEA’s corporate communication guidelines and quality standards, ensuring all deadlines are met. Responsibilities include preparing concise and accurate minutes of meetings.
- Assume the role of Records Office Coordinator (ROC), serving as the Division’s subject-matter expert on records management. This entails ensuring all records (in all media) are created, maintained, stored, and disposed of according to corporate standards set by the Archives and Records Management Section (ARMS). Duties include training colleagues on procedures, liaising with ARMS, facilitating file transfers, and monitoring compliance, while continuously identifying and recommending process improvements.
2. Meetings and Logistics: Orchestrating Seamless Execution
- Provide comprehensive logistical support for the Director’s agenda. This involves sophisticated calendar management, scheduling high-level appointments and meetings, and making complex travel arrangements, including visa processing, flight bookings, and itinerary planning.
- Assemble and prepare all requisite background briefing materials required for the Director’s engagements, travels, and meetings, ensuring they are thoroughly informed.
- Review and validate the accuracy of divisional travel requests before forwarding them to the Administrative Assistant for processing. Prepare and monitor the Division’s quarterly travel plan to ensure alignment with budgetary and operational objectives.
3. Administrative Activities: The Operational Nerve Center
- Manage the Division’s Time, Attendance, and Leave Management System (TALMS), ensuring accurate records for all staff.
- Oversee the administrative needs of the Director’s office, including but not limited to the procurement of office supplies, and the management of equipment and furniture inventories and requests.
- Monitor and track specific divisional cost centres, such as expenditures for printing, translation services, and publications, providing regular updates to management.
- Administer and coordinate office space arrangements within the Division and maintain a vigilant awareness of and adherence to protocols for secure areas.
- Provide guidance, mentoring, and on-the-job training to other General Service staff within the Division, fostering a collaborative and skilled administrative team. Coordinate office coverage plans to ensure continuous operational support.
- Serve as a primary source of support and backup for other executive assistants and provide backup to the Administrative Assistant as required, demonstrating flexibility and a team-oriented approach.
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Competency and Expertise Profile
Core Competencies:
- Planning and Organizing: Exemplifies superior organizational skills, effectively prioritizing and planning own work to achieve team goals. Anticipates potential changes and develops practical contingency plans.
- Communication: Exhibits exceptional oral and written communication abilities, delivering information with clarity, brevity, and neutrality. An engaged listener who comprehends various viewpoints and aids in the development of solutions.
- Achieving Results: A proactive self-starter who takes initiative to define clear outputs and clarify roles and responsibilities. Realistically evaluates outcomes and learns from experience to improve future results.
- Teamwork: A collaborative and reliable team player who actively contributes to group objectives and supports collective decisions.
Functional Competencies:
- Analytical Thinking: Demonstrates a capacity to gather, analyse, and synthesize information from various sources, identifying critical relationships and patterns to propose viable and effective solutions.
- Client Orientation: Builds and maintains strong, productive relationships with clients and stakeholders, striving to understand and exceed their expectations while ensuring their satisfaction.
- Resilience: Maintains composure and professionalism in high-pressure or emotionally charged situations. Accepts constructive feedback positively and demonstrates the ability to persevere through setbacks.
Required Expertise:
- Correspondence and Written Communication: Mastery in drafting and proofing routine and non-routine correspondence and documents in strict accordance with established formal standards.
- Discretion and Respect for Confidentiality: Indisputable integrity coupled with the capacity to operate with the highest levels of tact, diplomacy, and discretion, while diligently upholding the confidentiality of sensitive information.
- Guidance and Training: Proven experience and ability in providing training, guidance, and support to newly recruited or junior office support staff on administrative procedures and best practices. Knowledge of or experience working in an agile environment is considered a valuable asset.
- MS Office Suite: High proficiency in the use of MS Office 2010 (or newer) applications (Word, Excel, Outlook, PowerPoint) and experience working with enterprise databases.
Qualifications, Experience, and Language Skills
- Education: Completion of secondary-level education is required.
- Experience: A minimum of five years of progressively responsible experience in general office support roles is essential. Previous experience working within an international, multicultural organization is highly desirable.
- Languages: Excellent oral and written command of English is mandatory. Knowledge of any of the other official IAEA languages (Arabic, Chinese, French, Russian, or Spanish) is a significant advantage.
- Assessment: Please note that a mandatory administrative skills test, conducted to the IAEA’s standard, may be administered as a component of the recruitment process.
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