Requisition ID 33830 Office Country United Kingdom Office City London Division Banking Sectors Contract Type Short Term Contract Length 04 months Posting End Date 28/08/2023
This role is a 4 month short term contract.
Purpose of Job
The Executive Assistant is responsible for providing administrative and secretarial support to the Team Director and other bankers as required. The role is responsible for the smooth running of the Directorโs business activities including extensive travel planning, diary management and a variety of ad-hoc tasks.
Accountabilities & Responsibilities
- Conduct all secretarial and administrative duties for Director to enable smooth running of the office: diary management, email management, call screening, meeting/room bookings, taking minutes, dealing with all correspondences etc.
- Arrange all elements of travel according to EBRD policy including arranging visas, accommodation, and preparing itineraries as well as claiming expenses.
- Organise Departmental events: e.g. Team Meetings (including taking minutes), Conferences, Presentations, Seminars, Team Retreats and Team Off-sites, etc.
- Prepare team related documents such as Power Point presentations, business correspondence, factsheets, briefing notes, reports etc. ensuring all deadlines are met
- Maintain comprehensive filing in various hard copy and electronic systems and archiving for Managersโ/team to ensure instant retrieval of documents.
- Check travel expense reports and other expenditure for the relevant cost centre(s) to ensure adherence to the Bank's policy.
- Act as (or delegate as agreed) Departmental co-ordinator, IT co-ordinator, HR co-ordinator, Stationery co-ordinator, including tasks such as updating departmental intranet page ensuring that all information is correct at all times; maintaining Team shared calendar, Weekly Whereabouts & Contact Database; maintaining SAP HR records etc.
- Assist the Team Pipeline management, including tasks such as regularly updating DTMs, informing the Team of signing dates, creating new projects in the system and updating the Director weekly on pipeline and preparing monthly reports.
- Assist in the recruitment, interview process, training and management of secretarial staff, including monitoring workload, setting their objectives to maintain an effective workplace capable of meeting its demands; may act as a secondary reviewer on secretariesโ performance appraisal; and ensuring team cover at all times to ensure a cohesive team.
- Coordinate team submissions acting as quality control & ensuring all deadlines are met.
- Conduct ad-hoc or specific tasks assigned by Line Manager which may be related amongst others to pipeline or reporting.
- Champion for team engagement and act role model the Bankโs Behavioural Competencies and Corporate Behaviours, ensuring adherence within the team(s) so that the highest standards of integrity and ethical conduct are exhibited at all times.
Knowledge, Skills, Experience & Qualifications
Academic Qualifications
- Secondary/High School Education
- Relevant secretarial or business qualification an advantage
- Fluent English, with excellent written and oral communication skills
- Knowledge of another language (e.g. Russian, German, French, or Arabic) both written and spoken would be useful
Experience/Knowledge
- Secretarial/administrative experience essential, including diary management.
- Good organisational and time management skills including excellent attention to detail, an eye for accuracy, proactive, conscientious, reliable with a professional, helpful and flexible attitude to work.
- Good communications and interpersonal skills including tact and diplomacy, strong team player,
- with the ability to work highly efficiently and with a positive attitude.
- Willing to work overtime as and when required, sometimes at short notice.
- Ability to multi-task involving a wide range of bank-wide and external contacts while remaining calm and professional.
- Willing to take a flexible approach to hybrid working.
- Ability to exercise judgment and deal discretely with confidential/sensitive information and data.
Technical Skills
- Computer literate: Windows XP: Microsoft Outlook, Word, Excel, PowerPoint
- Knowledge of SAP essential.
- At least 55 wpm typing
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 in the financial, political, public and private sectors across the regions we invest in;
- 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 Bankโs core values which are at the heart of everything it does. A diverse workforce with the right knowledge and skills enables connection with our clients, brings pioneering ideas, energy and innovation. The EBRD staff is characterised by its rich diversity of nationalities, cultures and opinions and we aim to sustain and build on this strength. As such, the EBRD seeks to ensure that everyone is treated with respect and given equal opportunities and works in an inclusive environment. 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. As an inclusive employer, we promote flexible working and expecting our employee to attend the office 50% of their working time.
- Champion for team engagement and act role model the Bankโs Behavioural Competencies and Corporate Behaviours, ensuring adherence within the team(s) so that the highest standards of integrity and ethical conduct are exhibited at all times.