Senior Executive Assistant (Singapore)

Senior Executive Assistant (Singapore) Job #: req34844 Organization: IFC Sector: General Services Grade: GD Term Duration: 3 years 0 months Recruitment Type: Local Recruitment Location: Singapore,Singapore Required Language(s): English Preferred Language(s): Closing Date: 11/28/2025 (MM/DD/YYYY) at 11:59pm UTC

Description

Build a career with impact. Working at the World Bank Group (WBG) provides a unique opportunity to help countries solve their greatest development challenges. As one of the largest sources of funding and knowledge for developing countries, the WBG is a unique partnership of five global institutions dedicated to ending poverty, increasing shared prosperity, and promoting sustainable development. With 189 member countries and more than 120 offices worldwide, the WBG works with public and private sector partners, investing in groundbreaking projects and using data, research, and technology to develop solutions to the most urgent global challenges.
The International Finance Corporation (IFC), a member of the World Bank Group, is the largest global development institution focused on the private sector in emerging markets. We work in more than 100 countries, using our capital, expertise, and influence to create markets and opportunities in developing countries. In fiscal year 2025, IFC committed a record $71.7 billion to private companies and financial institutions in developing countries, leveraging private sector solutions, and mobilizing private capital to create a world free of poverty on a livable planet. For more information, visit: https://www.ifc.org
IFC’s Singapore office is looking to recruit an experienced Executive Assistant who will provide a full range of executive support to the Regional Vice President, Asia Pacific (RVP).  The Office of the RVP provides strategic leadership and oversight for the World Bank Group’s regional operations, partnerships, and policy dialogue with client governments and development partners.  To support the efficient and effective functioning of this high-level office, the RVP seeks an experienced and highly motivated Executive Assistant (EA) to provide comprehensive executive, administrative, and operational support.  This role requires an energetic and mature individual who can engage successfully with the offices of external governmental and private sector clients and other partners, and work with the World Bank Group teams across departments and geographies.
Duties and Responsibilities:
The Executive Assistant will play a critical role in ensuring the smooth and efficient management of the RVP’s office. The EA will act as one of the primary points of contact for internal and external stakeholders, manage the RVP’s agenda and communications, and provide high-level administrative and logistical coordination to facilitate the RVP’s leadership and decision-making functions. The roles and responsibilities of the role include, but are not limited to:
Executive Assistant•   Responsible for management of time and scheduling of RVP’s calendar to include: (i) effective prioritizing and scheduling of meetings, including across time zones; and (ii) monitoring and communicating changes to schedules as they occur to the appropriate staff, inside and outside the immediate work units.•   Drafting routine correspondence and proofreading materials using proper grammar, punctuation, and style. Using word processing or desktop publishing skills to produce text, reports, figures, graphs, etc., according to standard Bank formats and distribution. Incorporating agreed comments into documents, making full use of shared drives and software capabilities. Coordinating the flow of information to and from the RVP’s office, ensuring accuracy, completeness, and timeliness.•   Organizing briefing materials, presentations, and correspondence for meetings and missions.  Ensuring timely follow-up on actions and decisions from meetings and commitments. Maintaining strict confidentiality of all sensitive and strategic information.•   Coordinating complex travel arrangements, including mission planning, visas, itineraries, and logistics.  Managing office records, filing systems, and databases in compliance with WBG policies.  Processing administrative requests such as procurement, expense claims, and vendor coordination.  •   Provide full logistical and secretarial support to the country front office, including: (i) arranging travel schedules; (ii) organizing meetings, senior management visits and knowledge-sharing events (iii) maintaining up-to-date work unit projects and other files (both paper and electronic); (iv) providing primary assistance in the implementation of the office’s work program, including task management, filing and database management for record-keeping, editorial assistance and other general administrative tasks etc.•   Making travel arrangements for mission groups, including travel itineraries, hotel arrangements, ground transportation, visa arrangements, etc. Coordinating with the travel agency and other regional offices to ensure that logistical arrangements for the trips are well-planned and prepared. Maintaining and regularly distributing accurate schedules of staff travel and visiting missions.•   Develop shared tracking tools and disseminate knowledge and best practices to ensure the efficient delivery of administrative and support services. •   Supporting organization of high-level events, conferences, and regional meetings.  Organizing office and business-related events and training programs, including procurement, contract management, processing vendor invoices and purchase orders, F&B catering, invitations, RSVPs, registrations, travel-related and visa arrangements for overseas participants, and coordination with Facilities and IT team on logistical set-up. •   Tracking assigned tasks/project steps/timetables, coordinating with relevant staff, and providing assistance and/or information on project-related matters. Maintaining up-to-date work unit projects and other files (both paper and electronic). •   Identifying and resolving diverse issues/problems as they arise, which often requires interpretation of existing procedures and processes and independently determining an appropriate application.
Office Administrator•   Mentoring less experienced supporting staff, proactively sharing knowledge and information, promoting cooperation within the ACS community, and suggesting ways of enhancing efficiency.•   Providing backup support to other ACS peers in their absence or during periods of heavy workload.•   As part of a collocated WB IFC office in Singapore, works collaboratively with ACS staff across all WBG offices. •   Sufficient knowledge of office maintenance and arranging necessary repairs and supervision of junior ACS and agency staff. •   Liaise with facility management vendors, including cleaning, electrical, air conditioning and security services, among others. 

Selection Criteria

•   Bachelor’s degree with a minimum of 8 years of prior experience in administrative assistance and office management•   Excellent interpersonal and communication skills.  Excellent command of written and spoken English; proficiency in another regional language (e.g., Mandarin, Bahasa Indonesia/ Malay, Thai) an advantage.•   High attention to detail.•   Strong organizational, time management, and multitasking skills with demonstrated ability to handle complex and sensitive tasks.•   Ability to solve problems quickly and efficiently.•   Ability to handle highly sensitive, confidential, and non-routine information.•   Self-starter with excellent anticipation skills; problem solving; follow up.•   Demonstrated dependability and sense of urgency about getting results.•   Demonstrates a high degree of integrity and confidentiality.•   Ability to work well under pressure, adapt to unexpected events, prioritize, and multitask in a deadline-driven environment.•   Must be able to prioritize a variety of time-sensitive tasks.•   Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), collaborative tools (Teams, SharePoint, OneDrive) and use of Artificial Intelligence tools (ChatGPT, etc).•   Flexibility and willingness to work extended hours as necessary and record of reliability, promptness, etc.

WBG Culture Attributes:

1. Sense of urgency: Anticipate and quickly respond to the needs of internal and external stakeholders.
2. Thoughtful risk-taking: Challenge the status quo and push boundaries to achieve greater impact.
3. Empowerment and accountability: Empower yourself and others to act and hold each other accountable for results.

World Bank Group Core Competencies

The World Bank Group offers comprehensive benefits, including a retirement plan; medical, life and disability insurance; and paid leave, including parental leave, as well as reasonable accommodations for individuals with disabilities.

We are proud to be an equal opportunity and inclusive employer with a dedicated and committed workforce, and do not discriminate based on gender, gender identity, religion, race, ethnicity, sexual orientation, or disability.

Learn more about working at the World Bank and IFC, including our values and inspiring stories.