Executive Assistant (London, GB)

The Executive Assistant to the Managing Director, Policy Strategy and Delivery provides high quality secretarial and administrative support; together with any ad-hoc assistance that may be required. The Executive Assistant may also assist with a variety of administrative tasks for PSD group including group level meetings and events. The role will interact with all levels within PSD, VP3 and Bank wide, to include Banking Department Budget Officers, HR, Board Secretariat, Presidents Office as well external clients and institutions.

Accountabilities and Responsibilities

• Providing comprehensive high quality secretarial and administrative support to the Managing Director.
• Efficient diary management.
• Monitoring e-mails; screening and prioritising messages and replying on behalf of the Managing Director where appropriate.
• Drafting correspondence for the Managing Director's signature/review; taking minutes; proof-reading and checking documents to ensure quality management and control.
• Coordinate team submissions acting as quality control & ensuring all deadlines are met.
• Arrange all elements of travel according to EBRD travel policy including arranging visas, accommodation, ordering currency and preparing itineraries.
• Check travel expense reports and other expenditure for the relevant cost centre(s) to ensure adherence to the Bank's policy.
• Maintain comprehensive filing in various hard copy and electronic systems and archiving for Managers/team.
• Liaise with the relevant Committee Secretariats regarding the scheduling of PSD items at Bank committee and Board of Directors meetings.
• Produce and/or prepare team related documents such as Power Point presentations, business correspondence, factsheets, briefing notes, reports ensuring all deadlines are met and contents are accurate.
• Conduct ad-hoc or specific tasks assigned by Line Manager.
• Support RO visitors to HQ (e.g. finding office space / arranging printing/other HQ-based assistance).
• Conduct budget officer duties with routine budgetary functions for the Team / Department.
• Timely monitoring and reporting of the departments self-managed costs.
• Departmental Co-ordinator, IT co-ordinator, HR co-ordinator.
• Maintain PSD Front Office shared calendar.
• Maintain an up-to-date disaster recovery and business continuity call out cascade.
• Assist in the recruitment, interview process, training and management of other Assistants.
• Organise Departmental events: e.g. Team Meetings, Conferences, Presentations, Seminars, Team Retreats and Off sites.
• Work with the Managing Director's Advisor to anticipate the need for background briefing material.

Knowledge, Skills, Experience and Qualifications

• Degree and/or equivalent relevant business experience.
• A recognised secretarial qualification would be useful but is not essential.
• Fluent English, with excellent written and oral communications skills.
• Proven experience at working at a senior level within a multi-disciplined and multi-cultural organisation.
• Excellent organisational and effective planning skills.
• Ability to keep calm under pressure and be flexible.
• Excellent interpersonal skills; including tact and diplomacy.
• A proactive and can-do attitude.
• Good level of numeracy and ability to work with numbers.
• Strong written and verbal communication skills in English.
• Good material presentation skills with attention to detail.
• Willingness to take on additional responsibilities.
• Excellent timekeeper.
• EBRD experience and/or knowledge of the Banks policies and systems desirable.

Technical Skills

• At least 55 wpm typing.
• Intermediate/advanced computer literacy (Word, Excel, Outlook and PowerPoint).
• Knowledge of SAP desirable but not essential.

While the role is initially advertised on a fixed-term basis, there may be the potential for extension or transition into a longer-term or permanent position.

What is it like to work at the EBRD?

Our agile and innovative approach is what makes life at the EBRD a unique experience! You will be part of a pioneering and diverse international organisation, and use your talents to make a real difference to people's lives and help shape the future of the regions we invest in.

The EBRD environment provides you with:

• Varied, stimulating and engaging work that gives you an opportunity to interact with a wide range of experts.
• A working culture that embraces inclusion and celebrates diversity.
• An environment that places sustainability, equality and digital transformation at the heart of what we do.

Diversity is one of the Banks core values which are at the heart of everything it does. The EBRD encourages all qualified candidates who are nationals of the EBRD member countries to apply regardless of their racial, ethnic, religious and cultural background, gender, sexual orientation or disabilities.

Please note, that due to the high volume of applications received, we regret to inform you that we are unable to provide detailed feedback to candidates who have not been shortlisted.