The Executive Assistant provides high quality secretarial and administrative support to the Managing Director; together with any ad-hoc and personal assistance that may be required. The Executive Assistant may also assist with a number of administrative tasks for their department. The role will interact with all levels within their Department, their Vice-Presidency and Bank wide, to include Board Secretariat, President’s Office as well external clients and institutions.
The Executive Assistant is responsible for providing administrative and secretarial support to the Managing Director based in Istanbul and providing support to all RO visitors, including organising the ageda and briefing notes for high level visits from HQ. The role is responsible for the smooth running of the Managing Director’s business activities including extensive travel planning, diary management and a variety of ad-hoc tasks.
For this role to be successful key relationships are with Managing Director, Team Directors/Managers, colleagues in the ROs, as well as in the various departments in HQ and with external clients & service providers.
Accountabilities and Responsibilities
The Executive Assistant is responsible for providing comprehensive high quality secretarial and administrative support to the Managing Director; together with any ad-hoc and personal assistance that may be required to the Managing Director ensuring that day-to-day operations run smoothly which may include, but is not limited to the following:
Efficient diary management
Monitoring e-mails; screening and prioritising messages and replying on behalf of the Managing Director where appropriate; manage incoming telephone calls; prioritising communications and re-routing as necessary and taking comprehensive messages
Drafting correspondence for the Managing Director signature/review; taking minutes; proof-reading and checking documents to for the Managing Director 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; monitor and assist the MD in claiming expenses in a timely manner.
To anticipate the need for background briefing material and ensuring it is available in advance of meetings with the President, the Banks senior management, Board Directors, members of the Group and other internal/external officials as required.
Liaise with the relevant Committee Secretariats with regard to the scheduling of their department’s items at Bank committee meetings 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 in accordance with the requirements of the relevant Bank Committee procedures.
To act as a key person in preparation for the regular senior level events with participation of the President, Board members and other senior managers.
Conduct ad-hoc or specific tasks assigned by Line Manager which may be related amongst others to pipeline or reporting.
Maintain comprehensive filing in various hard copy and electronic systems and archiving for Managers’/team to ensure instant retrieval of documents.
If requested, assist in the recruitment, interview process, training and management of other Assistants, including monitoring workload, setting their objectives to maintain an effective workplace capable of meeting its demands; may act as a secondary reviewer on Assistants’ performance appraisal; and ensuring team cover at all times.
Organise Departmental events: e.g. Team Meetings, Conferences, Presentations, Seminars and Off-sites
Provide occasional cover for the Banking VP front office.
Knowledge, Skills, Experience and Qualifications
Academic Qualifications
Degree and/or equivalent relevant business experience
A recognised secretarial qualification ;
Fluent English and Turkish, with excellent written and oral communications skills
Experience/Knowledge:
Proven experience at working at a senior level within a multi-disciplined and multi-cultural organisation
Excellent organisational and effective planning skills with a demonstrated ability to prioritise and independently co-ordinate workload to comply with deadlines
Ability to keep calm under pressure and be flexible; also, be able to anticipate needs/issues, drawing on a high degree of initiative and judgement in reliably executing or coordinating a range of tasks independently
Excellent interpersonal skills; including tact and diplomacy
A proactive and can-do attitude, approach and team ethic
Good level of numeracy and ability to work with numbers
Internal candidates to have a thorough knowledge of the Bank’s procedures, policies and of institutional working practices
Strong written and verbal communication skills in English and Turkish
Good material presentation skills with attention to detail and the ability to judge required accuracy.
Willingness to take on additional responsibilities
Excellent timekeeper
Due to the complex nature of the role the Executive Assistant should be comfortable interacting with staff at a very senior level both within their own department and Vice-Presidency as well as Bank wide
EBRD experience and/or knowledge of the Bank’s policies and systems desirable (e.g. SAP, Travel, Concur, Project Link, Live-link, Bold-net, BPN, DTM; and Data Warehouse Reports etc).
Technical Skills:
At least 55 wpm typing
Advanced computer literacy on M365 programmes including Microsoft tools (Word, Excel, PowerPoint, etc.) as well as the ability to format large documents, charts and tables to publication quality is essential
