Team Assistant

The Assistant is responsible for providing administrative and secretarial support to allocated managers. The role is responsible for the smooth running of the team travel planning and expenses, assists in the organisation of departmental events and meetings. 

Accountabilities and Responsibilities :

• Provide secretarial and administrative support to team/department.
• Provide secretarial cover during absences and provide handover notes to ensure a smooth transition
• Allocating, collating and submitting weekly OpsCom/SBIC comments in a timely manner and preparing and organising OpsCom and Board documents for the Director/Specialists when they are required to attend.
• Arrange internal and external meetings and conference calls, receiving visitors ensuring that each meeting is seamlessly executed
• Making hotel/travel arrangements, itineraries and arranging visas
• Handling Impact Teams’ expense claims relating to travel, hospitality, following up on reimbursement and monitoring corporate card bills to ensure all costs are recovered in a timely manner.
• Maintain comprehensive filing in various hard copy and electronic systems and archiving for Managers’/team to ensure instant retrieval of documents.
• Coordinate the logistics and catering arrangements for signing events on behalf of the operation leader at the HQ ensuring events are well organised.
• Support Bankers (OL’s) on Opscom and Board submissions ensuring all documents required are available.
• Correspondence – obtaining the appropriate sign off
• Proof, produce and edit documents as per the direction of the Line Manager.
• Conduct ad-hoc or specific tasks assigned by Line Manager which may be related amongst others to pipeline or reporting.#

Knowledge, Skills, Experience and Qualifications :

Academic Qualifications:

• Secondary/High School Education
• A recognised secretarial qualification would be useful, but is not essential
• Fluent English, with excellent written and oral communication skills

Experience/Knowledge:

• Secretarial and administrative experience essential
• Good organisational skills, proactive and flexible attitude to work essential.
• Ability to prioritise own work and to work on own initiative.
• Good communications skills, including pleasant and efficient telephone manner
• Attention to detail and eye for accuracy
• Ability to cope well under pressure
• Ability to build effective working relationships with clients and colleagues in a multicultural environment
• Conscientious, reliable and flexible with a professional and helpful attitude.
• Strong team player, with the ability to work highly efficiently and cheerfully and to handle simultaneous assignments involving a wide range of bank-wide contacts.
• Willing to work overtime as and when required, sometimes at short notice.
• Ability to multi-task while remaining calm and professional and a capacity for hard work.
• Excellent interpersonal manner, including tact and diplomacy.
• Ability to exercise judgment on and deal discretely with confidential/sensitive information and data.
• Ability to take on responsibility.
• Knowledge of SAP is an advantage
• Excellent time-keeper.

Technical Skills

• Computer literate: Windows XP: Microsoft Outlook, Word, Excel, PowerPoint
• Knowledge of SAP desirable but not essential
• At least 55 wpm typing

Source:  https://jobs.ebrd.com/job/London-Team-Assistant/1049664001/