Purpose of the Job 

The Executive Assistant for the FI New Product Delivery team is primarily responsible for providing administrative and secretarial support to the Team Director/Associate Directors/Team members as well as for the smooth running of the Director’s and Team’s business activities including travel planning, diary management and a variety of ad-hoc tasks.

The role is anticipated to be full-time equivalent (FTE) working across 5 days a week.  A consideration may be given to reduce the role down to 90% FTE if required by the candidate.

Approximately 50% portion is allocated to the administrative support of the New Product Delivery Team of the Financial Institutions Business Group (FI). 

The remaining approximately 50% (or 40% if reduced FTE) portion will be allocated to the support of the office of the FI’s Managing Director including the FI business group events, conferences, learning seminars and similar large scale events.

The proportions above may change in future, depending on the operational requirements.

Accountabilities and Responsibilities 

• Proactively conduct all administrative, logistical and secretarial duties for Director of the Team and team members to enable smooth running of the FI New Product Delivery team including diary management, meeting room bookings, proofreading emails/documents/reports, taking minutes, drafting of documents/responses.
• Arrange all elements of travel according to EBRD policy including arranging visas, accommodation, ordering currency and preparing itineraries as well as claiming expenses.
• Prepare team related documents such as PowerPoint presentations, Excel spreadsheets, draft business correspondence, draft factsheet/briefing notes/reports/guidelines/internal announcements and newsletters etc, ensuring all deadlines are met.
• Coordinate documents submissions, acting as quality control, proof-reader and a fact-checker and ensuring all submission deadlines are met.
• Provide administrative and secretarial duties to support of the office of the Managing Director of the FI
• Organise events for the FI New Products Delivery Team as well as events pertaining the overall FI business group: team/business group meetings, internal and external stakeholder meetings, conferences, training and learning events, presentations, workshops and team socials.  
• Provide assistant cover for other members of the F| assistant team during the colleagues’ absences due to annual/sickness leave.
• Act as team IT co-ordinator and assist with staff on-boarding and off-boarding, which includes requesting equipment setup and system access.
• Provide cover for other FI Team Assistants and Budget Officers as required.
• Update FI team intranet pages ensuring that all information is current .
• Undertake ad-hoc administrative and related tasks as required.
• Work cooperatively with the FI Team Assistants, in positive partnership to support each other and in particular a smooth cooperation with the EA to the MD of FI.
• 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

Qualifications

• A University Degree is an advantage
• Excellent knowledge of English language with an ability to edit English language text written by non-native speakers.
• Knowledge of another language (e.g. Russian, French, or Arabic) would be useful but is not essential.

Experience/Knowledge

• Secretarial/administrative experience essential.
• Ability to engage with team members working in various locations and build positive relationships.
• A positive, proactive and can-do attitude, approach and team ethic. Willing to work overtime as and when required, sometimes at short notice.
• Proven experience at working at a senior secretarial/administrative level within a multi-disciplined and multi-cultural organisation, and with a genuine interest in banking investment project work
• Excellent organisational and effective planning skills, ability to prioritise and independently co-ordinate workload to comply with deadlines. Be reliable and flexible, 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.
• Ability to exercise judgment and deal discretely with confidential/sensitive information and data.
• Very good level of numeracy.
• Good material presentation skills with attention to detail and the ability to judge required accuracy.
• Internal candidates to have a thorough knowledge of the Bank’s procedures, policies and of institutional working practices.

• Technical Skills

• Computer literate: Windows, Microsoft Outlook. 
• Advanced level of Word and PowerPoint is essential, proficient at Excel.
• Good awareness of social media.
• Proficient at 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 to people's lives and help shape the future of the regions we invest in. 

The EBRD environment provides you with:

• Varied, stimulating and engaging work that gives you an opportunity to interact with a wide range of experts in the financial, political, public and private sectors across the regions we invest in;
• A working culture that embraces inclusion and celebrates diversity;
• An environment that places sustainability, equality and digital  transformation at the heart of what we do.

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 and expecting our employee to attend the office 50% of their working time.

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