Senior Executive Assistant

The Strategy and Operations Management Department (CSM), within the Corporate Support Vice Presidency (COSVP), collaborates across IFC Vice Presidential Units (VPUs) to simplify processes, maximize efficiencies and enable delivery of IFC’s strategic priorities and commitments.

The Department is seeking to recruit a highly motivated, resourceful and well-organized Senior Executive Assistant. The selected candidate will directly support the Director and provide administrative, logistical, also time management support to all aspects of the work of the Department. S/he will work with the Director and the Front Office team to support the Director’s work program and an effective functioning of the Department.

Duties and Responsibilities :

The Senior Executive Assistant in CSMDR will be expected to handle a variety of concurrent activities and competing demands in a fluid and fast-paced environment, which including but are not limited to the following duties:

• Perform with a high degree of efficiency, discretion and judgment to provide a wide range of executive assistance to the Director, especially in the areas of managing priorities, workflow and staff interaction; screening of all incoming documents; screening, prioritizing and following up on emails and phone calls and ensuring the smooth delivery of services.
• Provide high-quality administrative and organizational support to the Director, including handling the Director’s schedule, meetings, official functions, and travel arrangements.
• Maintain a strong overview of the Department’s work program, ensuring timely delivery of tasks/actions needed by the Director and the leadership team. Help to ensure the Director action list is consistently current.
• Independently coordinate the supporting documents for Director’s commitments, ensure relevant materials and briefs are available before the required deadline.
• Independently respond to extensive and diverse inquiries and make decisions when multiple courses of action are possible.
• Closely work with other Front Office members on assigned tasks/deliverables, ensure coordination of efforts and efficiency.
• Provide quality control by monitoring documents for accuracy, ensuring adherence to department and WBG guidelines and procedures, and assisting in editing, formatting, and production of documents and correspondence as needed.
• Proactively handle incoming emails. Delegating these to the relevant staff members and following up to make sure that they are handled on time. Independently prepare answers to queries as needed.
• Represent department in a professional manner in interactions with internal and external contacts at all levels; establish and maintain an effective network of contacts both inside and outside the VPU to support achievement of business priorities; handle sensitive matters with finesse and discretion.
• Follow up to ensure that department leadership team decisions and assignments are properly carried out.
• Lead the organization of special departmental initiatives (Retreat, Workshop, Learning Session, Office restack, etc.) by closely working with Budget, Procurement and other required functions.
• Manage the unit P-card, stationary, private meeting rooms and other inventory.
• Assist the unit hiring and onboard process.
• Establish and maintain an effective network of contacts, both inside and outside the department, to ensure effective cooperation in support of office needs.
• Lead the ACS staff in the department, establishing effective working relationships.
• Back up other Assistants in the department as needed.
• Handle other ad hoc duties as assigned by the Director toward the attainment of departmental goals.

Selection Criteria:

• Bachelor’s degree with minimum 5 years of relevant experience, or high school diploma with 10 years of experience.
• Experience working in a fast-paced environment with a demonstrated capacity to multi-task, handle concurrent activities and establish priorities.
• Demonstrated excellent administrative, analytical, and organizational skills, with attention to details, ability to prioritize and work with minimum supervision.
• Excellent communication skills in English (both oral and written).
• Proficiency in relevant computer software and Bank systems (e.g., MS Office, SharePoint, Webex, Teams, LARS, Travel, AdminPortal, etc.) and willing to learn new programs and applications as needed.
• Thorough knowledge and advance application of standard Corporate policies, procedures, compliance and technology, and guides others to interpret and apply.
• Sound judgment, proactive attitude, resourcefulness, reliability, and high degree of adaptability.
• Excellent interpersonal skills, ability to interact effectively with a range of contacts both internal and external, all levels.
• Proven ability to work effectively in a team oriented, multi-cultural environment, and function as an effective team member in various groups.
• High degree of resourcefulness with the ability to anticipate and solve problems and demonstrated willingness to go the extra mile.
• Highly developed personal integrity, strong values and personal ethics, role modeling tact and discretion.
• Experience with IFC and/or WB front offices is a plus.

Source: https://worldbankgroup.csod.com/ats/careersite/JobDetails.aspx?id=30034&site=1