Executive Assistant - London, United Kingdom - European Bank for Reconstruction and Development

European Bank for Reconstruction and Development

Verified Company

London, United Kingdom

1 week ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Requisition ID Office Country- United Kingdom- Office City- London- Division- Banking Countries of Operations- Contract Type- Regular- Contract Length- Posting End Date- 11/03/2024
Purpose of the Job
The Executive Assistant is responsible for providing administrative and secretarial support to the Team Director and Associate Directors.

The role is responsible for the smooth running of the Director's's business activities including extensive travel planning, diary management and a variety of ad-hoc tasks.

Accountabilities and Responsibilities
Dependant on Team/role may also include some or all of the following

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 Offsites, etc.
Prepare teamrelated documents such as PowerPoint 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 expenditures for the relevant cost centre(s) to ensure adherence to the Bank's policy.
May support budget officer and/or conduct budget officer duties with routine budgetary functions for the Team / Department (Purchase Orders, checking recharge, departmental accruals and various housekeeping reports) to ensure costs are as preapproved and deliver reports as requested
Act as Departmental coordinator, IT coordinator, HR coordinator, Stationery coordinator, including tasks such as updating departmental intranet page ensuring that all information is correct at all times; maintaining Team shared calendar, Weekly Whereabouts & Contact Database; maintaining SAP HR records etc.
Compilation, management and updating of annual travel forecast for the members of the team
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.
Assist in the recruitment, interview process, training and management of secretarial staff, including monitoring workload, setting their objectives to maintain an effective workplace capable of meeting its demands; may act as a secondary reviewer on secretaries' performance appraisal; and ensuring team cover at all times.
Coordinate team submissions acting as quality control & ensuring all deadlines are met.
Conduct adhoc or specific tasks assigned by Line Manager which may be related amongst others to pipeline or reporting.
Directly accountable for the engagement and effective overall management of the Team including recruitment, compensation, performance management, coaching and development. Where matrix reporting is in place, work jointly with the country counterpart when setting objectives and completing performance appraisals for relevant staff.
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 and 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 multitask involving a wide range of bankwide and external contacts while remaining calm and professional.
Ability to exercise judgment and deal discretely with confidential/sensitive information and data.

Technical Skills

Computer literate: Windows XP: Microsoft Outlook, Word, Excel, PowerPoint
Advanced skills in proofreading and document checking
Knowledge of SAP desirable but not essential.
At least 55 wpm typing

What is it like to work at the EBRD?
Our agile and innovative approach is what makes life at the EBRD a unique experience You will be part of a pioneering and diverse international organisation, and use your talents to make a real difference t