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 also assists with a number of administrative tasks for their department. The role will interact with all levels within their Department, the Audit Committee and Bank wide, to include Banking Department Budget Officers, HR, Board Secretariat, President’s Office as well as external stakeholders.
The role is responsible for the smooth running of the Managing Director’s/Chief Evaluator’s business activities including extensive travel planning, diary management and a variety of ad-hoc tasks.
The Assistant provides secretarial and administrative support from London HQ to the Managing Director/ Chief Evaluator. The Executive Assistant may act as a Budget Officer.
For this role to be successful key relationships are with Managing Director/ Chief Evaluator, Division Directors, EvD colleagues, Board and Audit Committee Secretariat, as well as in the various departments in HQ and with external clients & service providers.

Background
EvD’s role is to provide: (i) evidence-based evaluations as part of the Bank’s accountability to its shareholders and other stakeholders, and (ii) evaluation findings and lessons to improve the performance of the Bank. To ensure objectivity and independence, EvD reports directly to the Board of Executive Directors with oversight provided by its Audit Committee. Despite being independent, EvD works closely with Management to ensure the robustness of self-evaluation, the operational relevance of the EvD work programme, and that due attention is given to evaluation findings. EvD and Management collaborate in the follow-up process for EvD recommendations and findings.
This role will involve dealing with the Chief Evaluator, Division Directors, Evaluation Managers and other colleagues within the team; other EBRD departments; external consultants and other stakeholders
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/Chief Evaluator and in some roles administrative support to the department upon direction from the Managing Director/Chief Evaluator.
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. This role needs to be proactive and needs to support the team during busy periods.
The role will 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/ Chief Evaluator and to the overall Department; together with any ad-hoc and personal assistance that may be required to the Managing Director/ Chief Evaluator ensuring that day-to-day operations run smoothly which may include, but is not limited to the following:
Efficient diary management
Monitoring e-mails; screening and prioritising messages and replying on behalf of the Managing Director/ Chief Evaluator where appropriate; manage incoming telephone calls; prioritising communications and re-routing as necessary and taking comprehensive messages
Drafting correspondence for the Managing Director/ Chief Evaluator signature/review; taking minutes; proof-reading and checking documents for the Managing Director and 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 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 data and 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.
Support external visitors to HQ (e.g. finding office space / arranging printing/other HQ-based assistance, etc.)

The role also includes:
Support budget officer and/or 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.
Timely monitoring and reporting of the department’s self-managed costs to ensure these are in line with annual projected budget; raise purchase requisitions; enter goods receipts and process expenses relating to travel and hospitality, ensuring these adhere to the Bank’s purchasing and expense policies and procedures.]
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.
Manage the processing of consultant contracts, including organising of invoicing and payments, to ensure the process runs smoothly.
Maintain an up-to-date disaster recovery and business continuity call out cascade to refer to in the event of an emergency
Assist in the recruitment, interview process, training and management of other Assistants if relevant, including monitoring workload, setting their objectives to maintain an effective workplace capable of meeting its demands; and ensuring team cover at all times.
Help organise Departmental 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 AC Chair or Committee, 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 AC Chair or Committee, President, the Banks senior management, Board Directors, and other internal/external stakeholders as required.
Undertake internet-based research on both a planned and an ad hoc basis and complete internal and external document searches, to provide Managers with essential information for the production of reports.

Knowledge, Skills, Experience & Qualifications
Proven experience at working within a multi-disciplined and multi-cultural organisation
Excellent organisational and effective planning skills with a demonstrated ability to prioritise and independently co-ordinate workload to comply with deadlines
Ability to keep calm under pressure and be flexible; also be able to anticipate needs/issues, drawing on a high degree of initiative and judgement in reliably executing or coordinating a range of tasks independently
Excellent interpersonal skills; including tact and diplomacy
A proactive and can-do attitude, approach and team ethic
Willingness to work in a team, in a collegial and respectful spirit
Good level of numeracy and ability to work with numbers
Internal candidates to have a thorough knowledge of the Bank’s procedures, policies and of institutional working practices
Strong written and verbal communication skills in English
Good material presentation skills with attention to detail and the ability to judge required accuracy.
Willingness to take on additional responsibilities
Excellent time keeper
Due to the complex nature of the role the Executive Assistant should be comfortable interacting with staff at a very senior level both within their own department, the Board, Bank senior management as well as Bank wide
EBRD experience and/or knowledge of the Bank’s policies and systems desirable (e.g. SAP, Project Link, Live-link, Pegasus, DTM; and Data Warehouse Reports etc).
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Technical Skills
Advanced computer literacy (Word, Excel, Outlook and PowerPoint) with strong preference for MS365 knowledge and fluency (Teams and Sharepoint)
Ability to format large documents, charts and tables to publication quality is essential
Knowledge of SAP desirable but not essential.
Diversity is one of the Bank’s core values which are at the heart of everything it does. A diverse workforce with the right knowledge and skills enables connection with our clients, brings pioneering ideas, energy and innovation. The EBRD staff is characterised by its rich diversity of nationalities, cultures and opinions and we aim to sustain and build on this strength. As such, the EBRD seeks to ensure that everyone is treated with respect and given equal opportunities and works in an inclusive environment. The EBRD encourages all qualified candidates who are nationals of the EBRD member countries to apply regardless of their racial, ethnic, religious and cultural background, gender, sexual orientation or disabilities. As an inclusive employer, we promote flexible working.
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