Office Coordinator

Job description

Main Responsibilities Executive Assistance and Office Management Provide high-level executive and administrative support to the Deputy Director and Director’s Office, ensuring smooth daily operations. Manage and optimise the Deputy Director’s calendar: appointments, internal/external meetings, work commitments, social functions, and international engagements. Draft, proofread, format and finalise routine correspondence, official letters, memos and documents; process official documents via eCouncil/ONE and manage translations when required. Maintain an accessible electronic and physical filing system and ensure proper management of confidential material. Welcome and assist visitors, including high level officials, ensuring discretion and protocol are respected. Foster and maintain strong working relations with counterparts across the Organisation (e.g., SG/DSG offices), national delegations, governments, the private sector and international organisations. Communication and Information Flow Screen, prioritise and manage emails for the Deputy Director: draft responses, redirect tasks, handle items not requiring the Deputy Director’s personal attention, and flag urgent issues. Prioritise, track and follow up on incoming requests, projects and correspondence—ensuring deadlines are met, including those from the Office of the Secretary General. Coordinate daily workflow in the Director’s Office and ensure effective information flow with internal divisions, delegations, and external partners. In the absence of the Deputy Director, assess and escalate issues requiring immediate attention and liaise with Advisors accordingly. Ensure that information is clearly and timely relayed to relevant staff and stakeholders. Maintain professional, courteous communication on behalf of the Director’s Office with internal and external interlocutors. Missions and Events Coordination Organise and manage logistical and administrative aspects of meetings led by the Director’s Office: room bookings, catering, technical requirements, document formatting, invitations, and coordination with internal support units. Identify and assemble information for the Deputy Director prior to important meetings based on the information and programme. Organise missions for the Deputy Director and Director’s Office staff, as required: flights, hotels, registrations, visas, Concur mission orders, expense claims and reimbursement follow-up. Prepare and assemble background documents, briefing files and relevant information for meetings and missions. Liaise with government officials, local authorities and co organisers to ensure protocol, security and logistical arrangements for meetings or missions abroad. Other Work collaboratively and constructively with ELS assistants and across the organisation. Contribute to directorate wide initiatives to improve team spirit and well-being. Drive efficiency gains through the automation of routine processes, continuous enhancement of working methods and use of tools. Replace the Office Manager during absences. Carry out other related tasks as required. Ideal Candidate Profile Academic Background Very good secondary level education and relevant post-secondary education or experience, preferably within an international organisation. Professional Background At least five years' experience as a personal assistant to a high-level national or international civil servant, and experience in the environment domain would be an advantage. Knowledge of the administrative rules, procedures and systems of the Organisation would be an advantage, or the ability to learn and assimilate them quickly. Tools Excellent knowledge of the Microsoft Office Suite, in particular Word and Outlook. Experience using PowerPoint would be an advantage. Experience with the software packages used in the Organisation (eCouncil, Concur, Conference Room Reservations, SRP, ONE Author, SRM, etc.). Ability to quickly learn and adapt to new tools. Core Competencies OECD staff are expected to demonstrate behaviours aligned to six core competencies which will be assessed as part of this hiring processes: Vision and Strategy (Level 1); Enable People (Level 1); Ethics and Integrity (Level 1); Collaboration and Horizontality (Level 2); Achieve Results (Level 1); Innovate and Embrace Change (Level 1). To learn more about the definitions for each competency for levels 1-3, please refer to OECD Core Competencies . Languages Fluency in one of the two OECD official languages (English and French) and knowledge of the other, with a commitment to reach a good working level. Closing Date This vacancy should be filled as soon as possible, and applications should reach us no later than 20 September at 23H59 (Paris time). Contract Duration The appointment type will be determined based on the needs of the Directorate and will be confirmed when an offer of employment is made to the selected candidate. Please note that our Rules and Regulations stipulate that the mandatory retirement age is 67. What the OECD offers Monthly salary starts at 4 502.33 EUR, plus allowances based on eligibility, exempt of French income tax. Click here to consult the Staff Regulations applicable to officials of the OECD. Please note that from 1 July 2025, all Official appointments will be made under the OECD’s new contractual modalities . Click here to learn more about what we offer and why the OECD is a great place to work. Click here to browse our People Management Guidebook and learn more about all aspects relating to people at the OECD, our workplace environment and many other policies supporting staff in their daily life. Please note that the appointment may be made at one grade lower in the specified job family, based on the qualifications and professional experience of the selected applicant. This vacancy may be used to create a pool of candidates for comparable positions, both for open-ended and fixed-term functions. Selection Process For retained candidates, the selection process may include a video-recorded interview and job-based assessment foreseen in September 2026. Panel interviews are foreseen in October 2026. The OECD is an equal opportunity employer and welcomes the applications of all qualified candidates who are nationals of OECD member countries , irrespective of their racial or ethnic origin, opinions or beliefs, gender, sexual orientation, health or disabilities. The OECD promotes an optimal use of resources in order to improve its efficiency and effectiveness. Staff members are encouraged to actively contribute to this goal. The Organisation for Economic Co-operation and Development ( OECD ) is an international organisation comprised of 38 member countries, that works to build better policies for better lives. Our mission is to promote policies that will improve the economic and social well-being of people around the world. Together with governments, policy makers and citizens, we work on establishing evidence-based international standards, and finding solutions to a range of social, economic and environmental challenges. From improving economic performance and creating jobs to fostering strong education and fighting international tax evasion, we provide a unique forum and knowledge hub for data and analysis, exchange of experiences, best-practice sharing, and advice on public policies and international standard-setting. In line with the strategic objectives of the Secretary-General, the Directorate for Employment, Labour and Social Affairs ( ELS ) is the focal point for OECD work on building more cohesive and healthier societies through policy advice related to quality jobs, continuous investment in human capital, reduction in poverty and exclusion, better health-care systems, good management of migration flows and the integration of immigrants and their children. ELS is looking for an Office Coordinator in its Directors’ Office to carry out a wide range of personal assistant and administrative duties to support the Deputy Director and the Director’s Office. The selected candidate will work under the supervision of the Deputy Director.