Posting Date: 08-Apr-2020
Location: London, GB
Company: EBRD
Requisition ID17032
Office CountryUnited Kingdom
Office CityLondon
DivisionVP, Policy and Partnerships
Dept. / Bus. GroupVP, Policy and Partnerships
Business UnitVP, Policy and Partnerships
Contract TypeShort Term
Contract Length07 months
Posting End Date15/04/2020 
This position is offered as a 7 month maternity leave cover
 
Purpose of Job
The Executive Assistant provides secretarial and administrative support to the ExCom member; in addition to ad-hoc and personal assistance that may be required. The Executive Assistant will also assist with the overview of the departments reporting into the ExCom member. 
 
For this role to be successful the Executive Assistant will need to interact with staff across the whole of EBRD up to and including other ExCom members and Board Assistants.
 
The five Vice Presidents, the Secretary General, General Counsel, Chief Economist, Managing Director, Communications & MD Corporate Strategy are members of the executive committee and are responsible for the leadership of the Bank in addition to working closely together, report directly to the President of the EBRD. The ExCom member also liaises extensively with the Board of Directors and their offices and is responsible for the departments under his/her purview. The Executive Assistant will assist in organising the day to day co-ordination of all these elements, as well as any travelling undertaken by the ExCom member.
 
The Executive Assistant is responsible for administrative and secretarial support to the ExCom member in order to maximise his/her time and to ensure that the day-to-day operations run smoothly. This job may also involve ad hoc responsibilities as required by the ExCom member which may include, but is not limited to, budgetary, recruitment, training and supervisory duties, as well as approving of expenses, travel and holiday.
 
Budgetary work can include: Mid-year review & year-end budget preparation & budget forecasting, cost recovery, accruals as well as dealing with consultants, preparing contracts paperwork, budget allocation and obtaining the required approvals.
 
Accountabilities & Responsibilities
The Executive Assistant is responsible for administrative and secretarial support to the ExCom member in order to maximise his/her time and to ensure that the day-to-day operations run smoothly. This job may also involve ad hoc responsibilities as required by the ExCom member which may include, but is not limited to, budgetary, recruitment, training and supervisory duties, as well as approving of expenses, travel and holiday.
 
Budgetary work can include: Mid-year review & year-end budget preparation & budget forecasting, cost recovery, accruals as well as dealing with consultants, preparing contracts paperwork, budget allocation and obtaining the required approvals.
 

• Pro-active diary management for all ExCom member related activity, including all logistics for international travels (i.e. visas, meetings etc.)
• Organise briefing papers for all meetings and travel to ensure the ExCom member is fully briefed and prepared for all meetings
• Produce and maintain detailed expense reports for the ExCom member’s expenditure so all expenses can be tracked and accounted for
• Monitor and control of e-mail, screening and prioritising messages and replying on ExCom members behalf where appropriate to minimise the impact of email traffic on the ExCom member. Manage incoming phone calls, prioritising communications for the ExCom member’s attention or rerouting as necessary
• Ensure quality management, proof reading and checking documents requiring the ExCom members  sign off 
• Draft correspondence on behalf of the ExCom member as required
• Follow up on the ExCom member’s activities including delegation of tasks, monitoring deadlines, implementation and execution
• Maintain comprehensive filing in various electronic systems and hard copy archiving to ensure instant retrieval of documents
• Liaising with the Board of Directors, senior management and other departments regarding meetings and general Bank matters (for example Executive Committee, Operations Committee, Board & Institutional Affairs, Annual Meetings & Events Management)  
• Travel with ExCom member where appropriate (e.g. to Annual Meetings) to ensure efficiency of all trip logistics
• Coaching, mentoring & guidance on procedure & processes to colleagues
• Advise on protocol in dealing with requests from Board members & external agencies
• Maintain confidentiality of information in and out of the ExCom members office & highly sensitive documents, meetings etc.
• Manage, co-ordinate and execute all administrative tasks (e.g. travel arrangements, filing, photocopying, drafting minutes, producing presentations etc.) to ensure the smooth & effective running of the office. React and respond to Ad hoc duties to assist with the general running of the ExCom members office as a whole
• Space/premises management within ExCom members area – high level involvement with project coordination
• Active involvement in hiring (interviewing and mentoring) other Assistants in the department;
• Apply & support the business continuity/disaster recovery when required
• Event management, hiring of premises, coordination of departmental events
• Conduct ad-hoc or specific tasks assigned by Line Manager which may be related amongst others to pipeline or reporting.
• Directly accountable for the engagement and effective overall management of staff including recruitment, compensation (as agreed with the Head of Department, if applicable), performance management, coaching and development.
• Champion and role model the Bank’s Behavioural Competencies and Corporate Behaviours, ensuring adherence within the team(s) so that the highest standards of integrity and ethical conduct are exhibited at all times

 
Knowledge, Skills, Experience & Qualifications
 
Academic Qualifications

• Degree and/or equivalent business experience
• A recognised secretarial qualification would be useful, but is not essential
• Fluent English, with excellent written and oral communications skills
• Knowledge of another language (e.g. Russian, German, French or Arabic) both written and spoken would be useful, but is not essential

 
Experience/Knowledge

• Proven track record in a senior level secretarial and/or administrative role is essential
• Good organisation skills, together with a proactive and flexible attitude to work is essential
• Excellent interpersonal manner; including tact and diplomacy
• Ability to build effective working relationships across departments and outside the organisation
• Conscientious and reliable with a professional helpful attitude
• Ability to exercise judgement on and deal discretely with confidential/sensitive information and data
• Willingness to take on additional responsibility
• Ability to prioritise own work and to work to deadlines
• Attention to detail and eye for accuracy
• Ability to multi task and remain calm under pressure
• Excellent time keeper

 
Technical Skills

• At least 55 wpm typing
• Intermediate/advanced computer literacy (Word, Excel, Outlook and PowerPoint) as well as the ability to format large documents, charts and tables to publication quality is essential
• Knowledge of SAP desirable but not essential

Diversity is one of the Bank’s core values which are at the heart of everything it does.  A diverse workforce with the right knowledge and skills enables connection with our clients, brings pioneering ideas, energy and innovation. The EBRD staff is characterised by its rich diversity of nationalities, cultures and opinions and we aim to sustain and build on this strength. As such, the EBRD seeks to ensure that everyone is treated with respect and given equal opportunities and works in an inclusive environment. The EBRD encourages all qualified candidates who are nationals of the EBRD member countries to apply regardless of their racial, ethnic, religious and cultural background, gender, sexual orientation or disabilities.  As an inclusive employer, we promote flexible working.

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