Senior Executive Assistant

Description

IFC — a member of the World Bank Group — is the largest global development institution focused on the private sector in emerging markets. We work in more than 100 countries, using our capital, expertise, and influence to create markets and opportunities. Our mission is to leverage the power of the private sector to end extreme poverty and boost shared prosperity on a livable planet. 

• In addition to its investment work, IFC operates a major program of private sector advisory services projects in Latin America and the Caribbean. The objectives of the program are to promote direct investment in the private sector, build local businesses and financial intermediaries, and help improvethe business enablingenvironment, and hence contribute to poverty reduction in LAC. IFC in Latin America is currently seeking a highly motivated and well-organized Senior Executive Assistant (SEA).
• The successful candidate will ensure the smooth operation of the Director’s office and the entire department by providing comprehensive administrative and support services. The SEA should be capable of working with minimal supervision, possess excellent interpersonal and project management skills, and have strong written and spoken English proficiency. Spanish is also desired.
• The Executive Assistant will report to the Regional Director and to the Office Administrator. The role encompasses various responsibilities, including providing a high-level administrative support to the Regional Director and other Executive members when needed, managing an extremely active calendar of appointments, arranging complex and detailed travel plans, itineraries, and agendas.

ROLE AND RESPONSIBILITIES:

• The Senior Executive Assistant (SEA) should possess exceptional interpersonal skills and sound judgment when interacting with high-level contacts. As the first point of contact for a broad network of senior-level individuals, the SEA must exercise tact and diplomacy with sensitive or confidential matters.
• Screen, prioritize, and channel inquiries and requests, ensuring timely attention and independent response when necessary. Maintain consistent monitoring and follow-up on workflow for the Director.
• Organize, coordinate, and implement significant tasks and projects, demonstrating ownership, accountability, and innovation, even in ambiguous situations.
• Learn WBG administrative and policy guidelines, guiding others in complex scenarios within the assigned area of responsibility.
• Proficient in relevant technology and proactive in learning and implementing emerging systems.
• Independently manage correspondence and ensure all background materials for meetings are available and deadlines are met.
• Handle the Director’s schedule, including meetings, functions, travel arrangements, and preparation of briefing materials.
• Organizing department-wide events such as retreats, seminars, and conferences.
• Assist the Director and Leadership team with document submissions for IFC Senior Management and the Board of Directors.
• Maintain positive working relationships with an extensive network of contacts across various functions within the WBG.
• Perform ad hoc duties as assigned by the Director.
• Aligned with the Core values of the WBG.

Selection Criteria

• Bachelor’s degree with at least 6 years of relevant experience in the field.
• Strong organizational skills with the ability to prioritize tasks and deliver assignments on time, even under tight deadlines.
• Takes personal ownership and accountability for meeting deadlines and achieving results, with excellent personal organization.
• Highly dependable and discreet, with proven experience handling confidential information and exercising sound judgment.
• Professional demeanor with a track record of service orientation, respectful teamwork, and outstanding personal leadership skills; comfortable working with staff at all levels and responsive to client needs and feedback.
• Proactive attitude with high adaptability, resourcefulness, flexibility, and initiative; able to develop solutions and work with minimal supervision. Proven ability to work independently and effectively in a fast-paced, rapidly evolving environment.
• Excellent administrative, office support, and organizational skills, with strong attention to detail.
• Strong time management skills, capable of independently prioritizing and multitasking. Flexible schedule to accommodate unexpected work demands.
• Strong written and verbal communication skills in both English and Portuguese.
• Ability to communicate with senior individuals in the private and public sectors.
• Working knowledge of relevant policies and procedures, World Bank Group Administrative Services and Procurement.
• Proficiency in relevant computer software and WBG/IFC systems (such as SAP, epayables, eservices, Admin Portal, and MS Office applications).
• Uses analytical and problem-solving skills and resourcefulness to make informed, practical decisions. Advises on information usage and storage policies within assigned responsibilities.
• Willingness and ability to learn new systems, processes, and technical matters to assist the Director and department units as needed.

Source: https://worldbankgroup.csod.com/ats/careersite/JobDetails.aspx?id=29571&site=1