Executive Assistant to Board Director

The Board of Directors is divided into 23 Constituency Offices, representing the Bank’s 75 shareholders. Each Office typically has a Director, an Alternate Director and an Executive Assistant, although some Offices may also have one or more Advisers. The Executive Assistant reports to the Director, but is also expected to provide administrative and secretarial support to the Alternate Director, as well as ensuring the smooth running of the Constituency Office through good communication and support of other colleagues in the office including Board Advisers. In addition, the Executive Assistant may be required to assist with more specialised tasks involving contact with government officials and other Constituency nationals.

 Key Responsibilities and Deliverables:

• To provide administrative and secretarial support to the Director and Alternate Director, and ensure the smooth running of the Constituency Office through good communication and support of other colleagues in the office including Board Advisers.  Responsible for the orderly conduct of routine administrative business of the Office.
• Efficient diary management; arranging internal and external meetings and events dealing with visitors.
• Making travel arrangements and hotel reservations; arranging visas as and when required.
• Dealing with expense records for Constituency budget purposes and handling appropriate claims relating to travel, hospitality and medical matters.
• Typing reports, correspondence and memoranda. Photocopying.
• Drafting routine business correspondence as required.
• Distributing Board documents and other materials within the Office and capitals and file them.
• Supporting communications with capitals and other governmental organization/agencies and ensuring Constituency requirements are being looked after.
• Monitoring and reporting of the Office budget.
• Deal with the necessary preparations for Annual Meetings and other major events.
• Maintaining an effective filing system.
• Other ad-hoc administrative and secretarial duties as required.

Knowledge, Skills, Experience and Qualifications:

• Proven secretarial administrative experience and sound knowledge of the EBRD, with an excellent performance record.
• Knowledge of the Bank’s procedures and policies.
• Fluent English, both written and spoken.
• Japanese desirable, but not essential
• Excellent organisational skills and ability to work on own initiative is required.
• Good typing skills (55 wpm).
• Computer literate: MS365 Teams, Microsoft Outlook, Word, Excel, PowerPoint and SAP.
• Excellent communication skills, both written and spoken.
• Experience and knowledge in dealing with other institutions and the business community.
• Diplomatic skills and protocol experience to handle relations with authorities, business community and EBRD staff in a multicultural setting.
• Ability to adapt to change and respond positively to new challenges.
• Ability to work on tasks persistently and report to/consult with the Director and office members appropriately about any problems/challenges

Source: https://jobs.ebrd.com/job/London-Executive-Assistant-to-Board-Director/1167497601/