Requisition ID 35357 Office Country United Kingdom Office City London Division Japan Contract Type Regular Contract Length Posting End Date 19/02/2025
Role Overview
The Board of Directors is divided into 23 Constituency Offices, representing the Bank's 75 shareholders. Each Office typically has a Director, an Alternate Director and an Executive Assistant, although some Offices may also have one or more Advisers. The Executive Assistant reports to the Director, but is also expected to provide administrative and secretarial support to the Alternate Director, as well as ensuring the smooth running of the Constituency Office through good communication and support of other colleagues in the office including Board Advisers. In addition, the Executive Assistant may be required to assist with more specialised tasks involving contact with government officials and other Constituency nationals.
Key Responsibilities and Deliverables
To provide administrative and secretarial support to the Director and Alternate Director, and ensure the smooth running of the Constituency Office through good communication and support of other colleagues in the office including Board Advisers. Responsible for the orderly conduct of routine administrative business of the Office.
- Efficient diary management; arranging internal and external meetings and events dealing with visitors.
- Making travel arrangements and hotel reservations; arranging visas as and when required.
- Dealing with expense records for Constituency budget purposes and handling appropriate claims relating to travel, hospitality and medical matters.
- Typing reports, correspondence and memoranda. Photocopying.
- Drafting routine business correspondence as required.
- Distributing Board documents and other materials within the Office and capitals and file them.
- Supporting communications with capitals and other governmental organization/agencies and ensuring Constituency requirements are being looked after.
- Monitoring and reporting of the Office budget.
- Deal with the necessary preparations for Annual Meetings and other major events.
- Maintaining an effective filing system.
- Other ad-hoc administrative and secretarial duties as required.
Knowledge, Skills, Experience and Qualifications
- Proven secretarial / administrative experience and sound knowledge of the EBRD, with an excellent performance record.
- Knowledge of the Bankโs procedures and policies.
- Fluent English, both written and spoken.
- Japanese desirable, but not essential
- Excellent organisational skills and ability to work on own initiative is required.
- Good typing skills (55 wpm).
- Computer literate: MS365 Teams, Microsoft Outlook, Word, Excel, PowerPoint and SAP.
- Excellent communication skills, both written and spoken.
- Experience and knowledge in dealing with other institutions and the business community.
- Diplomatic skills and protocol experience to handle relations with authorities, business community and EBRD staff in a multicultural setting.
- Ability to adapt to change and respond positively to new challenges.
- Ability to work on tasks persistently and report to/consult with the Director and office members appropriately about any problems/challenges
Competencies and Personal Attributes
- Enthusiastic and self-motivated.
- Strong team player, able to integrate into a small team with the ability to work efficiently and effectively handling simultaneous assignments on a wide variety of tasks involving a wide range of internal and external contacts.
- Ability to cope well under pressure and a capacity for hard work.
- Good sense of priority and initiative.
- Responsible, Reliable, flexible and willing to work overtime if required.
Please note that CCTs, Interns and applicants working directly for a Board office can only apply for jobs advertised via the external careers website.
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.
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 (for further consideration).