Executive Assistant to the Chief Engagement Officer - M25279

CIMMYT is a cutting edge, non-profit, international organization dedicated to solving tomorrow's problems today. It is entrusted with fostering improved quantity, quality, and dependability of production systems and basic cereals such as maize, wheat, triticale, sorghum, millets, and associated crops through applied agricultural science, particularly in the Global South, through building strong partnerships. This combination enhances the livelihood trajectories and resilience of millions of resource-poor farmers, while working towards a more productive, inclusive, and resilient agrifood system within planetary boundaries.

For more information, visit cimmyt.org .

CIMMYT is looking for an outstanding, self-motivated, and result-oriented professional for the position of Executive Assistant to the Chief Engagement Officer, to work in the Engagement Chapter. This position collaborates with members of the Engagement Chapter, which consists of Communications and Donor and Fundraising Services, as well as the Leadership and Executive teams.

Primary objectives :

• Assist and provide support to the CNO in overseeing the day-to-day operations of the Engagement Chapter, ensuring that all departments function efficiently and effectively.
• Support the CNO in all administrative matters relating to the Engagement Chapter.

The location of this position will be CIMMYT’s headquarters in Texcoco, near Mexico City.

Specific duties :

Planning, Coordination, and Communication :

®     Maintain CNO’s schedule and arrange for internal / external meetings, to include preparing the CNO for meetings, as needed.

®     Manage CNO’s routine correspondence, including all email, assisting with tracking key inquiries, filing information, and routing or delegating mail as necessary.

®     Organize travel arrangements for the CNO, including purchase of airline tickets, hotel reservations, as well as creating and maintaining a schedule for all trips. Manage CNO’s reimbursements and expenses.

®     Initiate the preparation of and manage the CNO budget.

®     Prepare presentations and various documents, in English ensuring accuracy, consistency, and effective communication.

®     Organize and coordinate meetings led by the CNO for the Engagement Chapter and other relevant chapters / groups and prepare pre-study materials and documents for the participants.

®     Facilitate internal communication and interaction within the Engagement Chapter and with other chapters to enhance coordination and collaboration among groups. This includes working with other internal Enabling Units (Finance (including procurement, purchasing, payments); Knowledge Management and IT; HR (appointment processes end-to-end - from hiring to onboarding); Legal; Communications). This extends to managing consultants’ and interns' contracts, payments, logistical support, where applicable.

®     Coordinate with the departments in the Engagement Chapter to align operations with strategic goals and ensure smooth functioning.

®     Monitor and track the implementation of follow-up actions within the Engagement Chapter, and Leadership, Executive, or DG requests of the CNO.

®     Provide regular reports on the status of ongoing activities and follow up on action items.

®     Ensure timely completion of assigned tasks and maintain a log of follow-up items.

®     Conduct research or information-gathering as needed.

Confidential Matters :

®     Handle sensitive information with the utmost confidentiality and provide support on confidential projects and initiatives.

Deliverables :

®     Ongoing support, coordination and monitoring.

®     Communication (including drafting and preparing documents for CNO).

®     Personal Assistance.

Requirements

®     Bachelor’s degree in public administration, Business Administration, or a related field.

®     A (MBA) in a related field will be an advantage.

®     Advanced level of English (written and conversational). English will be tested, and candidate should score a minimum of C1 on CEFR.

®     The selected candidate must have strong service orientation (sense of urgency), with excellent analytical and problem-solving skills.

®     Excellent organizational skills (including time management, resource management, prioritization, coordination, communication, and problem solving).

®     Excellent communication and stakeholder engagement skills.

®     Familiarity with the International Organizations / NGO sector (multicultural).

®     Proficiently use Microsoft Office (Word, Excel, PowerPoint, Outlook) and other relevant software. Familiarity with Microsoft Dynamics 365 helpful.

®     Troubleshoot basic operational (e.g., IT) issues and coordinate with relevant support areas when necessary.

®     The selected candidate must exhibit the following competencies : Critical thinking, Teamwork, Client Orientation, Problem Solving decision making, Negotiation and Conflict resolution.

Benefits

CIMMYT offers an attractive remuneration package and support for continuous professional development. In addition to the provisions of the Mexican Labor Law our package of benefits includes year-end bonus (40 days), vacation premium (56%), life and medical insurance, supermarket coupons, savings fund, social Mexican benefits (IMSS, SAR / Infonavit).