Executive Assistant and Board Secretary (HQ, Tainan-Taiwan)

Overview

The World Vegetable Center (WorldVeg) is a non-profit, autonomous international agricultural research center with headquarters in Taiwan and five regional offices around the globe. WorldVeg conducts research and development programs that contribute to realizing the potential of vegetables for healthier lives and more resilient livelihoods. For more information, please visit our website: worldveg.org.

This is a key position at the heart of the Center’s executive and governance functions. The successful candidate will work closely with the Director General, Board Chair and members, senior management, and internal and external stakeholders. The role requires excellent organizational and communication skills, sound judgment, discretion, initiative, and the ability to handle sensitive and confidential matters.

Key Responsibilities

Executive Support to the Director General’s Office (DGO)

Develop, maintain and improve efficient and consistent systems for managing the DGO, including correspondence, approvals, secure document management and action tracking.
Proactively manage the DG’s calendar, meetings, travel and official engagements, prioritising competing demands and anticipating requirements.
Exercise sound judgement in screening and prioritising correspondence and requests, identifying matters requiring the DG’s attention and directing others to appropriate colleagues.
Coordinate the preparation of correspondence, briefing materials, presentations, speeches and other internal and external communications for the DG, ensuring quality, accuracy and timely delivery.
Facilitate effective communication and coordination between the DG, senior management, staff, and regional and country offices, ensuring the timely flow of information.
Support the DG’s engagement with government representatives, donors, partners, research institutions and other external stakeholders, exercising appropriate judgement and diplomacy.
Organise meetings, high-level visits and official engagements involving the DG, including preparation, briefing materials, logistics, protocols, documentation and follow-up.
Manage the DG’s decisions, approvals and follow-up processes, ensuring appropriate review, recording of decisions and timely action by responsible colleagues, escalating issues as necessary.

Board Secretariat and Governance Support

Serve as Secretary to the Board of Directors and provide professional secretariat support to the Board and its committees in accordance with governing documents and established procedures.
Develop and maintain an annual Board and committee meeting calendar, coordinate forward agendas and meeting arrangements, in consultation with the Board Chair, committee chairs and DG, and with relevant administrative and logistical support teams, as appropriate.
Ensure the preparation, review, quality assurance and timely circulation of Board and committee papers, maintaining compliance with established deadlines and approval processes.
Attend Board and designated committee meetings, prepare accurate minutes and record decisions and resolutions in accordance with established procedures.
Maintain a consolidated register of Board and committee decisions and action items, monitor follow-up and coordinate progress reporting to the Board and management, as appropriate.
Maintain complete, secure and confidential Board and governance records, including membership documentation, official correspondence and approved minutes and resolutions.
Coordinate documentation and communications relating to Board member appointments, reappointments, induction and terms of service in accordance with established procedures.
Coordinate conflict-of-interest declarations and other governance requirements, ensuring that relevant records are maintained and matters requiring attention are appropriately referred.
Facilitate effective and timely communication between the Board Chair, Board members, committee chairs, DG and management, respecting established governance roles and reporting arrangements.
Identify and support improvements to Board Secretariat systems, processes and procedures, as appropriate.

The position requires the highest standards of discretion, confidentiality and professional integrity in handling executives, Board, personnel and institutional information. Other related responsibilities may be assigned, consistent with the purpose and seniority of the position.

Note: WorldVeg may review and revise this job description from time to time to reflect evolving organizational needs, in accordance with applicable policies and procedures.

Desired Background

We are looking for a candidate who has:

A university degree in Business Administration, Management, Public Administration, International Relations, Law, Governance, Communications, or another relevant field. An advanced degree is an advantage.
At least five years of relevant professional experience, including substantial experience supporting senior executives or organisational leadership.
Experience providing secretariat or governance support to a Board of Directors, governing body or comparable senior-level committee.
Experience organising high-level meetings, preparing minutes and official correspondence, managing executive schedules, and coordinating travel and events.
Excellent written and spoken English, with demonstrated ability to prepare clear, accurate and professional correspondence, meeting minutes, briefing materials and official documents.
Knowledge of Mandarin Chinese or another language is an advantage.
Strong proficiency in Microsoft Office, and digital meeting and collaboration platforms, including document management and action-tracking systems.
Experience working in an international or multicultural environment is an advantage.

Required Experience

The Person We Are Looking For

You are highly organised, dependable, proactive and attentive to detail. You communicate confidently, diplomatically and professionally with people at different levels and from diverse cultural backgrounds. You can anticipate needs, exercise sound judgement, manage competing priorities, and follow through on commitments with minimal supervision.

You demonstrate initiative, take ownership of your responsibilities and are confident in following up with senior colleagues to ensure timely delivery. You are comfortable working in a fast-paced environment, managing sensitive issues and adapting to changing priorities.

Most importantly, you demonstrate integrity, discretion, sound judgement, and a strong commitment to confidentiality, recognising the sensitive nature of information handled by the Office of the Director General and the Board.

Reward

This is a Nationally Recruited Staff (NRS) position with competitive pay and benefits.

How to Apply?

This vacancy is open to qualified internal and external candidates. Interested candidates are invited to submit a cover letter and updated CV to hrservices@worldveg.org by 11 October 2026. Please mention the position title in the subject line.

As this is an urgent recruitment, applications will be reviewed as they are received, and WorldVeg may proceed with interviews and selection before the closing date. Early applications are strongly encouraged.

Only shortlisted candidates will be contacted.

The World Vegetable Center is committed to diversity, equity, and inclusion and provides equal employment opportunities without discrimination.