Requisition ID 35034   Office Country United Kingdom   Office City London   Division Finance Group    Contract Type Regular    Contract Length  Posting End Date 28/09/2024     
Purpose of Job 
 
The Executive Assistant provides secretarial and administrative support to the ExCom member; in addition to ad-hoc and personal assistance that may be required. The Executive Assistant will also assist with the overview of the departments reporting into the ExCom member.  
 
For this role to be successful the Executive Assistant will need to interact with staff across the whole of EBRD up to and including other ExCom members and Board Assistants. 
 
Background 
     📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟯! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟯 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔, 𝗜𝗢𝗠 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐  
  ⚠️ 𝐂𝐡𝐚𝐧𝐠𝐞 𝐘𝐨𝐮𝐫 𝐋𝐢𝐟𝐞 𝐍𝐨𝐰: 𝐏𝐨𝐰𝐞𝐫𝐟𝐮𝐥 𝐓𝐞𝐜𝐡𝐧𝐢𝐪𝐮𝐞𝐬 𝐡𝐨𝐰 𝐭𝐨 𝐠𝐞𝐭 𝐚 𝐣𝐨𝐛 𝐢𝐧 𝐭𝐡𝐞 𝐔𝐧𝐢𝐭𝐞𝐝 𝐍𝐚𝐭𝐢𝐨𝐧𝐬 𝐍𝐎𝐖! 

The six Vice Presidents, the Secretary General, General Counsel, Chief Economist, MD HROD, MD Communications & MD Corporate Strategy are members of the executive committee and are responsible for the leadership of the Bank in addition to working closely together, report directly to the President of the EBRD. The ExCom member also liaises extensively with the Board of Directors and their offices and is responsible for the departments under his/her purview. The Executive Assistant will assist in organising the day to day co-ordination of all these elements, as well as any travelling undertaken by the ExCom member. 
 
Accountabilities & Responsibilities 
The Executive Assistant is responsible for administrative and secretarial support to the ExCom member in order to maximise his/her time and to ensure that the day-to-day operations run smoothly. This job may also involve ad hoc responsibilities as required by the ExCom member which may include, but is not limited to, budgetary, recruitment, training and supervisory duties, as well as approving of expenses, travel and holiday. 
 
 Pro-active diary management for all ExCom member related activity, including all logistics for international travels (i.e. visas, meetings etc.) Organise briefing papers for all meetings and travel to ensure the ExCom member is fully briefed and prepared for all meetings Produce and maintain detailed expense reports for the ExCom member’s expenditure so all expenses can be tracked and accounted for Monitor and control of e-mail, screening and prioritising messages and replying on ExCom members behalf where appropriate to minimise the impact of email traffic on the ExCom member. Manage incoming phone calls, prioritising communications for the ExCom member’s attention or rerouting as necessary Ensure quality management, proof reading and checking documents requiring the ExCom members sign off  Draft correspondence on behalf of the ExCom member as required Follow up on the ExCom member’s activities including delegation of tasks, monitoring deadlines, implementation and execution Maintain comprehensive filing in various electronic systems to ensure instant retrieval of documents Liaising with the Board of Directors, senior management and other departments regarding meetings and general Bank matters (for example Executive Committee, Operations Committee, Board & Institutional Affairs, Annual Meetings & Events Management)  Advise on protocol in dealing with requests from Board members & external agencies Maintain confidentiality of information in and out of the ExCom members office & highly sensitive documents, meetings etc. Manage, co-ordinate and execute all administrative tasks (e.g. travel arrangements, filing, photocopying, , producing presentations etc.) to ensure the smooth & effective running of the office. React and respond to Ad hoc duties to assist with the general running of the ExCom members office as a whole Space/premises management within ExCom members area – high level involvement with project coordination Active involvement in hiring (interviewing and mentoring) other Assistants in the department; Apply & support the business continuity/disaster recovery when required Event management, hiring of premises, coordination of departmental events Conduct ad-hoc or specific tasks assigned by the VP which may be related amongst others to pipeline or reporting. Role model for 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 Liaising with Finance teams and relevant Secretariats to co-ordinate all submissions sent to management and Board for approval/information from Finance Secretariat for Asset & Liability Committee Meeting (ALCom), for which ExCom member is the Chair. Liaising with ALCom Secretary to define agenda, collate supporting papers and share with ALCom members. Maintaining online filing system on Teams and Pegasus. Annual IMF meetings - co-ordination of all Finance delegation meetings and liaising with FVP/President’s Office for logistics Ensure day-to-day management responsibility for administrative matters (budget authorisations, travel/expenses and direct report leave authorisations) Provide cover and support MD Finance and team when EA is on leave etc.   Knowledge, Skills, Experience & Qualifications  Academic Qualifications  Degree and/or equivalent business experience A recognised secretarial qualification would be useful, but is not essential Fluent English, with excellent written and oral communications skills Knowledge of another language (e.g. Russian, German, French or Arabic) both written and spoken would be useful, but is not essential   






    📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟰! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟰 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗜𝗢𝗠, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀!  🌐   





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    📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟰! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟰 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐