Personal Assistant to the Director/CEO

Vacancy 02/12 - Directorate (DI)

Under the direct supervision of the IIASA Director, the Personal Assistant to the Director/CEO provides administrative support to the Director and manages the Directorate (DI).

Specifically, the incumbent's work includes but is not limited to the following:

Main Duties and Responsibilities

  • Schedules appointments and daily commitments of the Director, maintains the office calendar, receives visitors and arranges for official hospitality provided by the Director;
  • Arranges and monitors the Director’s appointments, meetings and travel, liaises with missions and embassies when necessary, ensures smooth running of the Directorate;
  • Drafts and prepares routine correspondence, prepares and completes correspondence on own initiative with minimal supervision, maintains office files;
  • Receives and distributes all incoming correspondence as necessary;
  • Makes all travel arrangements for the Director, including preparation of travel-related documentation;
  • Organizes Institute-wide activities, e.g., IIASA’s Birthday, Staff Anniversaries, Christmas Cup of Cheer, etc.;
  • Involvement in all renovation, restoration and beautification activities of IIASA’s buildings;
  • Deputizes for other Directorate staff during absences and supports with administrative and secretarial tasks, as needed;
  • Performs other duties as assigned by the Director.

Skills and Qualifications

  • Several years of relevant working experience, preferably for a person at senior management level, within an international environment;
  • Excellent communication, organizational and interpersonal skills;
  • A mature personality with a high degree of tact, diplomacy and confidentiality;
  • Able to set priorities, work under pressure with minimal guidance and meet tight deadlines in often challenging conditions;
  • Skilled at multitasking and able to adapt to constantly changing demands while continuing to produce work with a high degree of accuracy and attention to detail;
  • Flexibility to work irregular hours, if required;
  • Native level English and a good working knowledge of German;
  • Proficient user of Microsoft Office applications.


To apply send a cover letter and resume plus names and contact details (email and telephone numbers) of three work-related references per email to:

Ms. Alia Harrison, Recruitment Officer,
International Institute for Applied Systems Analysis (IIASA),
Schlossplatz 1, A-2361 Laxenburg, Austria

Deadline for receipt of applications 30 April 2012.

For general information about our Institute and its research activities, please visit our IIASA Web site.

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Last edited: 26 April 2012

International Institute for Applied Systems Analysis (IIASA)
Schlossplatz 1, A-2361 Laxenburg, Austria
Phone: (+43 2236) 807 0 Fax:(+43 2236) 71 313