Requisition ID 35134 Office Country United Kingdom Office City London Division Office of the Secretary General Contract Type Regular Contract Length Posting End Date 07/11/2024
Purpose of Job
The purpose of this role is threefold: (i) to act as Development Manager for 23 FTE Board Executive Assistants, which is to be done in close collaboration with each of the respective Board Directors and Alternate Directors in their role as direct Line Manager to the Assistants; (ii) manage the FTE Board Assistant Floats; and (iii) manage the Board Support & Administration team and oversee the delivery of their work in support of the Board of Directors.
Accountabilities & Responsibilities
Development Manager to 23 Board Executive Assistants (EAs)
Working in partnership with each Board Director, the Principal will:
- Build strong working relationships with each Board Director and Alternate Director so that they can support the Directors in their role as Line Manager of their EA.
- Promote a positive working culture in Board Constituency Offices and ensure sound practices are applied consistently across each of the Board Offices.
- Supplement, enhance and support the Board Directors in their managerial role, which includes, but is not limited to, development, engagement, performance, recognition, and recruitment (including preparation of timetable for hiring EAs, assessing and interviewing candidates, and working with HROD on salaries).
- Assess and develop a required set of skills, knowledge and experience that EAโs should have (both in general and Board Constituency specific), and ensure that these are integrated into the hiring, development, and training proposals for EAs.
- Drive alignment and consistency of the EA role across Board offices.
- In collaboration with relevant HROD colleagues as appropriate, advise Directors and their EAs in the event that issues arise, for example by providing initial advice and support on issues that arise, in order to support early resolution (both on a regular and ad hoc basis).
- Advise on management-related topics and practises as they arise, including the Board Directorsโ role in these matters (for example: raising awareness of Bank policies and approaches).
- Work with Directors to determine training for EAs, with involvement in training delivery.
- Work with HROD colleagues on EA salary reviews.
- Plan ahead for Executive Assistant vacancies (both temporary and permanent)
Working with the Board Executive Assistants, the Principal will:
- Engage regularly with the EAs on both a 1-2-1 and group setting (as deemed necessary) in order to develop close working relationships and contribute to the building and maintenance of a sense of team amongst the EAs.
- Facilitate forums for EAs to come together (including team events) to discuss and promote topics such as team-building, engagement and wellbeing.
- Take responsibility for the induction of new EAs (working closely with the relevant Board Director throughout).
- Provide input into the annual performance review cycle, in capacity as Development Manager.
- Monitor and evaluate workloads and make recommendations to Board Directors / management where adjustments may be needed.
- Help EAs with their professional and learning development in support of their own and the organisationโs goals.
- Support EAs in taking annual leave (or other kinds of leave), for example by organising float cover.
Direct Line Manage the Board Executive Assistant Floats
The Board Executive Assistant Floats should be managed in a similar way to the EAโs (as above). In addition, the Principal will:
- Manage all aspects of the Float Assistants, including their hiring, training, performance, development etc.
- Ensure that the Float Assistants are integrated into the EA pool / team.
- Manage the placement of the Float Assistants so that adequate cover is provided across the Constituencies (e.g. when EAs are absent). This may include the hiring of temporary float cover.
- Ensure that the Float Assistants have the training, skills, knowledge and experience to provide Board Directors with the confidence that they can provide seamless cover.
- Ensure the Float Assistants are allocated core tasks and responsibilities when they are not allocated to cover.
Manage the OSG Board Support & Administration team
In collaboration with the Director, Board & Institutional Affairs, the Principal will:
- Manage the Board Support & Administration Team and oversee the delivery of their work.
- Collaborate with Board Directors and wider Constituency Offices to discuss administrative support topics, acting as the point of contact for Bord Directors in relation to the support they receive.
- Lead on Knowledge Management matters regarding the Board Support & Administration work, creating and maintaining a central repository of standard operating procedures and processes.
- Work in collaboration with relevant OSG colleagues on key accountabilities, liaising with colleagues in the wider Bank as necessary (including HROD on more complex people management topics).
- Maintain and enhance effectiveness through continuously reviewing and improving team processes and proposing recommendations to increase efficiency, reduce duplication and enhance automation.
- Act as a Subject Matter Expert on procedures and processes commonly used by Executive Assistants.
- Champion and role model the Bankโs behavioural competencies, so that the highest standards of integrity and ethical conduct are exhibited at all times.
Other responsibilities
- Work collaboratively with relevant colleagues within HROD and other departments to ensure that members of the Board receive a fast, accurate and high-quality service that delivers for their individual circumstances.
- Support the Director, Board & Institutional Affairs, in preparing any formal Board-related discussions that may be required in relation to EA matters (such as salary reviews, performance appraisals, job families, etc.).
- Support the Director, Board & Institutional Affairs, on the work of the Board of Governorsโ Remuneration Committee on the salary of Board members and any work that this Committee commissions. Work closely with the Director on the processes for the remuneration of the President.
Knowledge, Skills, Experience & Qualifications
- Ability to work effectively and positively as part of the wider team is essential.
- Proven success in managing and motivating an administration delivery team; coaching to maximise developing levels of experience and expertise.
- Excellent organisational, prioritisation and management skills, including a strong focus on future planning.
- Demonstrable experience in people management: ability to coach and mentor others; effective and impartial style; hands-on flexible approach.
- Experienced in building and maintaining team morale and creating a sense of community, drive and enthusiasm to motivate and engage.
- Demonstrated relevant experience in the ability to operate in an international, multi-cultural environment, and being able to build effective working relationships with stakeholders and colleagues.
- Proven partnership, influencing, problem-solving and client-orientation skills to enable positive engagement with Board members, Executive Assistants and colleagues across Bank departments.
- Strong communicator (written & verbal), and has presence, authority and tact to handle sensitive and confidential personnel issues directly with Board members. Strong diplomatic, interpersonal and communication skills.
- Strong analytical skills with a focus on problem-solving and continuous improvement.
- Ability to work autonomously using initiative and exercising sound judgement, taking responsibility for independent decisions and delivering an effective service.
- Self-motivated, proactive and solutions driven with the ability to prioritise and multitask, calm and effective under pressure.
- Demonstrable experience in developing and continuously improving processes to drive efficiency.
- High degree of integrity, ability to maintain the highest level of confidentiality.
- Knowledge and experience with Office 365 applications required.
- Knowledge of SAP desirable but not essential.
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).