Executive Assistant

**Purpose of Job**

The Executive Assistant provides high quality secretarial and administrative support to the Managing Director/Director/Head of Department; 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 Banking Department Budget Officers, HR, Board Secretariat, President's Office as well external clients and institutions.

**Background**

The Executive Assistant provides secretarial support, specifically running the schedule, planning all events and key dates effectively, as well as managing travel, to the Managing Director/Director/Head of Department and in some roles administrative support to the department upon direction from the Managing Director/Director/Head of Department.

This role needs to be proactive and needs to support the team during busy periods.

This role requires a high level of integrity and awareness of the multi-cultural make-up of the Bank and how to navigate this effectively.

Dependant on team, the role may also encompass budget, HR and IT coordination and therefore good relationships with key contacts in other departments (both in HQ and in ROs) are essential.

**Accountabilities & Responsibilities**

The Executive Assistant is responsible for providing comprehensive high quality secretarial and administrative support to the Managing Director/Director; together with any ad-hoc and personal assistance that may be required to the Managing Director/Director that day-to-day operations run smoothly which may include, but is not limited to the following:

- Efficient diary management
- Drafting correspondence for the Managing Director/Director signature/review; taking minutes; proof-reading and checking documents to for the Managing Director/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/Director in claiming expenses in a timely manner.
- Maintain comprehensive filing in various hard copy and electronic systems and archiving for Managers'/team to ensure instant retrieval of documents.
- 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.
- Conduct ad-hoc or specific tasks assigned by Line Manager which may be related amongst others to pipeline or reporting.
- Provide occasional cover for the Banking VP front office.

Dependant on team, the role may also include:

- Departmental Co-ordinator, IT co-ordinator, HR co-ordinator, Stationery co-ordinator ensuring all administrative procedures surrounding on-boarding, moving and leaving of staff/consultants; entering sick leave into SAP and compiling monthly sick and overtime reports for their manager's signature and review before submission to HR. Maintain Team shared calendar, Weekly Whereabouts & Contact Database.
- Maintain an up-to-date disaster recovery and business continuity call out cascade to refer to in the event of an emergency
- Organise events: e.g. Team Meetings, Conferences, Presentations, Seminars, Team Retreats and Off-sites
- 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.
- 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.

**Knowledge, Skills, Experience & Qualifications**

**Academic Qualifications**
- Degree and/or equivalent relevant business experience
- A recognised secretarial qualification would be useful, but is not essential;
- Fluent English, with excellent written and oral communications skills
- Fluent Arabic, with excellent written and oral communications skills
- Knowledge of another language (e.g. Russian, German, French or Arabic) both written and spoken would be desirable

**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 inde