Requisition ID 34383 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

  • Conduct all secretarial and administrative duties for Director/Manager to enable smooth running of the office: diary management, email management, call screening, meeting/room bookings, taking minutes, dealing with all correspondences etc.
  • 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 Off-sites, etc.
  • Prepare team-related 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 re-charge, departmental accruals and various housekeeping reports) to ensure costs are as pre-approved and deliver reports as requested
  • Act as Departmental co-ordinator, IT co-ordinator, HR co-ordinator, Stationery co-ordinator, 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 ad-hoc 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.

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