Senior Executive Assistant

The Director’s office for Energy, Mining and Sustainable Advisory is looking for a highly motivated, well-organized Senior Executive Assistant who can ensure effective operations. The Senior Executive Assistant provides a critical level of administrative, logistical and time management support to all aspects of the Director’s work program and will also work with the Global Energy Team (CEMEN) as a core administrative support.

Duties and Accountabilities:

The successful candidate should have excellent interpersonal skills and good judgment in dealing with high level external and internal contacts. The incumbent would be a part of the front office team and as part of his/her job responsibilities would be expected to:

  • Independently and effectively manage the Director’s front office and implement general office procedures and guidelines to ensure smooth workflow within the office.
  • Screen, track, prioritize, and appropriately channel all internal and external inquiries, requests, and telephone calls to ensure Director’s timely attention to priority issues.
  • Schedule meetings, arrange for briefing materials, and help organize meetings, or events as necessary.
  • Maintain the Director’s schedule; help ensure that the action list is consistently current
  • Provide consistent and timely monitoring and follow-up of workflow to the front office, especially as it relates to documentation, Board or Committees and the scheduling of associated meetings which include IFC representation.
  • Assist the Director in coordinating/communicating with the CEM management team and staff in HQ and the field.
  • Provide support and guidance to other ACS of the CEM team and establish effective working relationships with EAs across the organization.
  • Coordinate with the three sub teams (Energy, Mining and Sustainable Advisory) that the Director oversees and provide administrative support for joint initiatives, meetings, and events.
  • Establish and maintain an effective network of contacts, both inside and outside the unit, to ensure effective cooperation in support of unit deliverables.
  • Coordinate all necessary travel arrangements, LARS and TRS entries for the Director and part of the Energy team, in coordination with other ACS.
  • Create requests for STCs and POs in Admin Portal, eConsultant, SAP and other systems as needed. Work closely with the Budget Officer on maintaining Admin Portal for the unit.
  • Provide support regarding responding to internal and external requests for information.
  • Provide quality control by monitoring documents for accuracy, ensuring adherence to established guidelines and procedures, and assisting in editing, formatting, and production of documents and correspondence.
  • Provide admin support to CEMEN staff as needed.
  • Act as an integral part of the team of staff supporting the executive offices of IFC.

Selection Criteria:

  • High school diploma with 10 years’ experience or equivalent combination of education and experience. Bachelor’s degree is preferable.
  • Excellent written and verbal communication skills.
  • Advanced knowledge of IFC's procedures and processes; or strong previous relevant experience.
  • Successful previous experience as a Senior Executive Assistant to a Manager is an advantage.
  • Excellent communication skills in English, both written and spoken; high proficiency in presentation, design, and revision.  Command of other official languages (e.g.: Portuguese, Spanish, French) is desirable.
  • Proven strong interpersonal skills and ability to work as part of a small, cohesive team, and across boundaries.
  • Very high degree of flexibility and a demonstrated capacity to handle a variety of multiple concurrent activities, to judge priorities and to take initiative, while keeping a clear head in an action-oriented and fast-paced environment.
  • Professional demeanor and solid office support and organizational skills. Ability to prioritize and balance competing demands under pressure, while keeping attention to detail.
  • High degree of judgment, discretion, and diplomacy in handling confidential and sensitive matters.
  • Demonstrated ability to deal tactfully and effectively with contacts at all levels, both inside and outside the Corporation.
  • Proactive, detail oriented, well-organized, focused, and works with minimal supervision.
  • Accepts new challenges and responsibilities to develop self, understand the big picture and benefit the corporation.
  • High level of motivation, commitment, and reliability.
  • Proficiency in office technology systems - Word, Excel, Outlook, Power point.
  • Willingness to be flexible in terms of hours.