Senior 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 the Deputy Executive Director. Management decisions based on the policy guidelines set out by the ASEF Board of Governors are implemented through the Executive Office. It is responsible for determining ASEF’s strategic objectives as well as for enhancing its performance. The Executive Office also ensures smooth and efficient co-ordination between ASEF’s Departments and task forces, as well as between ASEF and its stakeholders. About the Position Reporting to Department Director, this role is mainly responsible for supporting the Director, in the areas of stakeholder relationship management, strategic and extraordinary matters, outreach activities, organisational operations, ASEF project management cycle, external communication and related administrative duties. Responsibilities 1) Executive Support Assist the Department Director in developing and implementing long-term plans, ensuring timely execution of Board of Governors' decisions and ASEF strategy, while taking ownership of tasks and driving initiatives forward Facilitate the organisation of high-level board, ministerial and/or government representatives’ meeting agenda and communication matters including reports/minutes Facilitate smooth communication between EO and other departments on assigned action items Prepare presentations, talking points, and collate departmental content for high-level discussions and official meetings Conduct research, propose solutions, and follow up on sensitive or confidential issues addressed to EO, determining appropriate actions or referrals Facilitate management reports and summarise documents for senior level meetings Review ASEF Projects Funds related documents prepared by Funding Unit (FU), i.e. grant applications, reports, etc. (wherever applicable) Support the Department Director in supervision of intern and/or contracted resource persons Support and collaborate with Senior Management (SM) and the Department Director in strategic initiatives, operational tasks, and decision-making processes, while assisting in communicating and promoting ASEF’s strategic direction and initiatives to both internal and external stakeholders 2) Assistance in Stakeholder Relationship Management Liaise with ASEM Members and ASEF Partners (e-communication and face to face), in relevant queries, follow up and new engagements Assist in preparing updates/reports/information notes and other key correspondence for stakeholders, in particular Governors, Contact Points and Senior Officials, as assigned by the Department Director Assist the Department Director to address activities/matters of extraordinary nature, in areas related to key stakeholder relationship management 3) Project and Budget Management Lead the implementation of EO Projects (FAC/ExCo/BoG/Townhall), special projects and outreach activities, including research, content development, liaison with participants, technical and logistics coordination, financial tracking, and reporting Ensure effective internal/external coordination for EO-led special projects and outreach activities Provide guidance & support to junior team members in their management & execution of projects Support the Department Director in identifying good practices and common issues/challenges in project management and make suggestions for improvements; coordinate cross-departmental meetings on project management and assist to develop solutions Maintain well-organised documentation and records (with map/index) of all special projects and outreach activities related documents, both physical and digital files. Budget planning: develop, assist and manage the project budget Ensure the timely submission of reports & managing of budgets with a view of prudency; ensure practice meets financial objectives Assist the Department Director in developing and establishing the Executive Office’s yearly budget. 4) External Communication Coordinate public outreach efforts led by Senior Management (SM), fostering strong relationships with: ASEF’s stak…