Executive Assistant

World Bank, Sydney, Australia

Skill Required:, Education AdvisingFinance and Accounts
Preferred Experience: 
5 years
Closing Date for Applications: 
27th January, 2020

Job Description


Do you want to build a career that is truly worthwhile? Working at the World Bank Group provides a unique opportunity for you to help our clients solve their greatest development challenges. The World Bank Group is one of the largest sources of funding and knowledge for developing countries; a unique global partnership of five institutions dedicated to ending extreme poverty, increasing shared prosperity and promoting sustainable development. With 189 member countries and more than 120 offices worldwide, we work with public and private sector partners, investing in groundbreaking projects and using data, research, and technology to develop solutions to the most urgent global challenges.

The World Bank’s Pacific department (EACNF) covers twelve countries (Fiji, Kiribati, Marshall Islands, Micronesia, Nauru, Palau, Papua New Guinea, Samoa, Solomon Islands, Tonga, Tuvalu, and Vanuatu) and is home to more fragile and conflict-affected states than any other region outside of Africa. Over the past few years, the Bank has substantially scaled-up its program and field presence in the Pacific, with a focus on initiatives that address the challenges of fragility, isolation, size and limited capacity, and create a foothold for wider development engagement with emphasis on country-specific strategies along three axes;

  •  encouraging regional/global integration
  •  building resilience against external shocks; and
  •  promoting economic reform and private sector development.

The Executive Assistant (EA) will provide comprehensive administrative and executive assistance to the Country Director, as well as quality assurance (i.e., documents, processes, etc.), liaison with external officials and contacts, and general research and reference work.

This is a 2-year renewable term appointment.

Roles & Responsibilities:

  •  Fully responsible for time management and scheduling on behalf of the Country Director, to include effective prioritizing and resolving related conflicts and competing demands.
  •  Undertake representational duties on behalf of the Country Director to include serving as first point of contact and liaison with clients and officials both inside (including coordination with country offices, etc.) and outside the Bank Group.
  •  Work with the highest level of discretion in providing wide-range executive assistance support including setting and managing priorities of workflows.
  •  Ensure adherence to administrative guidelines and overall quality of outputs requiring Country Director’s approval or signature.
  •  Provide support to the Country Director’s meetings including logistics and communication requirement. Ensure all scheduled meetings have correct facilities in place, including Video Conference set up, dial in numbers and that all information and any rescheduling information is updated on the Country Director’s and participants’ calendars.
  •  Facilitate all Country Director ad hoc meeting requests.
  •  Monitor the Country Director’s email inbox for urgent items and bring these to his/her attention.
  •  Draft/finalize correspondence on a range of topics on behalf of the Country Director.
  •  Distribute outgoing and incoming documentation for the Country Director in accordance with requirements.
  •  Responsible for updating the Country Director’s business card database.
  •  Responsible for organizing the Country Director’s travel.
  •  Effectively provide general research support and utilizes all relevant computer software to retrieve, maintain and manipulate data as needed.
  •  Independently respond to diverse inquiries and makes decisions when multiple courses of action are possible.
  •  Keep others informed by providing relevant information, reports or status updates.
  •  Support and work collaboratively with members of the immediate work team as well as with others in diverse work groups/teams/task forces, across Bank Group offices.
  •  May be delegated responsibility to coach and train other support staff.
  • Specific additional administrative and supervisory roles to support the overall running of the Sydney office:
  •  Public Holiday advisory to staff and annual updates to RM for Sydney and all country offices;
  •  Updating information on the Pacific Hub;
  •  Overseeing incoming and outgoing correspondence (ad hoc);
  •  SAP delegation out of office for CD;
  •  Liaise with point of contact on WB Docs-related queries.

Selection Criteria

  • Preferred education – High school diploma with 5 years of experience or equivalent combination of education and experience. University degrees would be an advantage.
  • Proven ability to work effectively in a team-oriented, multi-cultural environment.
  • Strong interpersonal communication skills in order to deal tactfully and effectively with internal/external contacts at all levels.
  • Strong written and verbal communication skills in English.
  • Thorough understanding, or the ability to quickly gain an understanding, of Country Management Unit’s business activities and overall objectives and understanding of the broader context in which the Bank works.
  • Effective, proven skills in organizing, prioritizing, scheduling, planning and coordinating work and other activities internally and externally.
  • Experience in the full range of office support work, with a high level of sustained performance.
  • Able to work independently as well as part of a team.
  • Thorough knowledge and use of all relevant computer software, including advanced functions and the ability to help organize data and information retrieval systems. Lotus Notes email / calendar knowledge is a benefit.
  • The candidate should have a legal right to work in Australia.


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