Executive Assistant

The Executive Assistant for the FI New Product Delivery team is primarily responsible for providing administrative and secretarial support to the Team Director/Associate Directors/Team members as well as for the smooth running of the Director’s and Team’s business activities including travel planning, diary management and a variety of ad-hoc tasks.

The role is anticipated to be full-time equivalent (FTE) working across 5 days a week.  A consideration may be given to reduce the role down to 90% FTE if required by the candidate.

Approximately 50% portion is allocated to the administrative support of the New Product Delivery Team of the Financial Institutions Business Group (FI). 

The remaining approximately 50% (or 40% if reduced FTE) portion will be allocated to the support of the office of the FI’s Managing Director including the FI business group events, conferences, learning seminars and similar large scale events.

The proportions above may change in future, depending on the operational requirements.

Accountabilities and Responsibilities:

• Proactively conduct all administrative, logistical and secretarial duties for Director of the Team and team members to enable smooth running of the FI New Product Delivery team including diary management, meeting room bookings, proofreading emails/documents/reports, taking minutes, drafting of documents/responses.
• Arrange all elements of travel according to EBRD policy including arranging visas, accommodation, ordering currency and preparing itineraries as well as claiming expenses.
• Prepare team related documents such as PowerPoint presentations, Excel spreadsheets, draft business correspondence, draft factsheet/briefing notes/reports/guidelines/internal announcements and newsletters etc, ensuring all deadlines are met.
• Coordinate documents submissions, acting as quality control, proof-reader and a fact-checker and ensuring all submission deadlines are met.
• Provide administrative and secretarial duties to support of the office of the Managing Director of the FI
• Organise events for the FI New Products Delivery Team as well as events pertaining the overall FI business group: team/business group meetings, internal and external stakeholder meetings, conferences, training and learning events, presentations, workshops and team socials.
• Provide assistant cover for other members of the Ftendersglobal.net assistant team during the colleagues’ absences due to annual/sickness leave.
• Act as team IT co-ordinator and assist with staff on-boarding and off-boarding, which includes requesting equipment setup and system access.
• Provide cover for other FI Team Assistants and Budget Officers as required.
• Update FI team intranet pages ensuring that all information is current .
• Undertake ad-hoc administrative and related tasks as required.
• Work cooperatively with the FI Team Assistants, in positive partnership to support each other and in particular a smooth cooperation with the EA to the MD of FI.
• 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 and Qualifications:

Qualifications:

• A University Degree is an advantage
• Excellent knowledge of English language with an ability to edit English language text written by non-native speakers.
• Knowledge of another language (e.g. Russian, French, or Arabic) would be useful but is not essential.

Experience/Knowledge:

• Secretarial/administrative experience essential.
• Ability to engage with team members working in various locations and build positive relationships.
• A positive, proactive and can-do attitude, approach and team ethic. Willing to work overtime as and when required, sometimes at short notice.
• Proven experience at working at a senior secretarial/administrative level within a multi-disciplined and multi-cultural organisation, and with a genuine interest in banking investment project work
• Excellent organisational and effective planning skills, ability to prioritise and independently co-ordinate workload to comply with deadlines. Be reliable and flexible, be able to anticipate needs/issues, drawing on a high degree of initiative and judgement in reliably executing or coordinating a range of tasks independently.
• Ability to exercise judgment and deal discretely with confidential/sensitive information and data.
• Very good level of numeracy.
• Good material presentation skills with attention to detail and the ability to judge required accuracy.
• Internal candidates to have a thorough knowledge of the Bank’s procedures, policies and of institutional working practices.

Technical Skills:

• Computer literate: Windows, Microsoft Outlook.
• Advanced level of Word and PowerPoint is essential, proficient at Excel.
• Good awareness of social media.
• Proficient at typing.

Source:  https://jobs.ebrd.com/job/London-Executive-Assistant/1053948401/