The Executive Assistant is responsible for providing administrative and secretarial support to the Team Director and other Senior Managers. The role is responsible for the smooth running of the Director’s/Senior Manager’s business activities including extensive travel planning, diary management and a variety of ad-hoc tasks. The TMT team is responsible for the Bank’s activities, including lending, investing and policy dialogue for clients in the telecommunications, media and technology sectors in all countries of operation. The Bank’s Venture Capital Investment Programme (“VCIP”) is part of the TMT team. As such the team is part of the wider ICA (Industry, Commerce and Agribusiness) team in the Bank.
Background:
The Executive Assistant is responsible for providing administrative and secretarial support to the Team Director and other Senior Managers. The Executive Assistant also acts as a Budget Officer (training will be provided).
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.
Facts / Scales:
The Executive Assistant supports Team Director or other designated Senior Managers.
The main interfaces are with the Team Director/their Managers and other Assistants/Officers within the same department and throughout the Bank both in HQ and the RO’s, as well as external clients & service providers.
No Line Management Responsibility (but can have 2nd reviewer input).
Accountabilities & Responsibilities:
The role may also include some or all of the following:
Conduct all secretarial and administrative duties for Director/Manager 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, ordering currency 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 Managers’/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.
Conduct budget officer duties with routine budgetary functions for the Team / Department (Purchase Orders, checking re-charge, departmental accruals and various housekeeping reports) to ensure costs are as pre-approved and deliver reports as requested
Assist the Team Portfolio including tasks such as regularly updating DTMs, informing the Team of signing dates, sending PMM/XNR reminders, creating new projects in the system and updating the Director weekly on pipeline.
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 and role model the Bank’s 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.
Good organisational 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.
Ability to exercise judgment and deal discretely with confidential/sensitive information and data.
