Back Team Assistant, Infra Europe

Requisition ID 33649 Office Country United Kingdom Office City London Division Banking Sectors Contract Type Regular Contract Length Posting End Date 20/07/2023

Purpose of Job

This Assistant position sits within the Infra Europe Team and is responsible for administrative support and secretarial assistance to senior and/or other allocated managers from the team. The role is responsible for the smooth running of the managers’ business activities including travel planning and expenses, diary, and internal high-level meetings Inc. committee meetings. For this role to be successful they need to interact across the whole of the EBRD up to and including Managing Directors and where applicable external clients & service providers.

Accountabilities and Responsibilities

• Manage and coordinate hotel/travel arrangements, itineraries, and arranging visas, renewing passports as required to ensure travel arrangements run smoothly.
• HQ only - process consultancy contracts/legal documentation and liaise with consultants, and outside lawyers as directed by the manager.
• Carry out all secretarial and administrative duties for Director/Manager to enable the smooth running of the office.
• Managing diaries, arranging internal and external meetings and conference calls, and receiving visitors ensuring that each meeting is seamlessly executed.
• Correspondence – drafting, checking, and/or proofreading as needed
• Obtain the appropriate sign-off on documents when required ensuring that they are signed or coordinated in a timely manner.
• Take minutes at meetings ensuring all key points are captured, summarised and effectively presented to the manager.
• Prepare Powerpoint presentations and other material for meetings/committees
• Draft routine business correspondence for Director’s signature. Prepare, draft, and check team documentation ensuring quality management control.
• Responsible for arranging all elements of travel according to EBRD policy and claiming expenses in a timely manner to ensure the Director/Manager does not incur any unnecessary delays in receiving payment.
• Responsible for submission of project documents to EBRD committees and the Board.
• Maintain comprehensive filing in various hard copy and electronic systems and archiving for Managers/team to ensure instant retrieval of documents.
• Organise and coordinate filing in various electronic systems i.e. Live link including all aspects of safekeeping if applicable. Overall coordination and responsibility for the information added, ensuring quality management and control of the information.
• May manage and coordinate conferences and events by being well organised, paying the utmost attention to detail, and troubleshooting on the day to ensure that all runs smoothly and to time.
• May act as departmental co-ordinator, IT co-ordinator, HR co-ordinator, and Stationery co-ordinator.
• Organise and coordinate internal departmental events ensuring they are professionally managed to a high standard.
• Conduct ad-hoc or specific tasks assigned by Line Manager which may be related amongst others to pipeline or reporting.
• Maintain Team shared calendar, Weekly Whereabouts, & Contact Database.
• Depending on the Team/location may be responsible for the team’s sick record by updating absences in SAP HR ensuring an accurate and up-to-date record is available.
• Provide secretarial cover during absences and provide handover notes to ensure a smooth transition.

  Knowledge, Skills, Experience & Qualifications

  Academic Qualifications

  📚 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!

  • High School Education
  • A recognised secretarial qualification would be useful, but is not essential
  • Fluent in English, with excellent written and oral communication skills
  • Knowledge of another European language would be an advantage, both written and spoken would be useful

    Experience/Knowledge

    • Secretarial and administrative experience essential.
    • Good organisational skills, a proactive and flexible attitude to work essential.
    • Ability to use initiative to undertake tasks and projects without guidance.
    • Good communication skills, including pleasant and efficient telephone manners.
    • Attention to detail and eye for accuracy.
    • Good knowledge of the Department’s procedures and the EBRD.
    • Ability to cope well under pressure.
    • Ability to build effective working relationships with clients and colleagues in a multicultural environment.
    • Conscientious, reliable, and flexible with a professional and helpful attitude.
    • Strong team player, with the ability to work efficiently and handle simultaneous assignments involving a wide range of bank-wide contacts.
    • Ability to multi-task while remaining calm and professional and a capacity for hard work.
    • Excellent interpersonal manner, including tact and diplomacy.
    • Ability to exercise judgment on and deal discretely with confidential/sensitive information and data.
    • Confidence to put self forward for various projects and responsibilities and quickly understand what is required of the task in hand.

      Technical Skills

      • Computer literate: Windows XP: Microsoft Outlook, Word, Excel, PowerPoint
      • 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 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.