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Team Assistant (mat cover) - Banking

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Posting Date: 06-Feb-2019

Location: London, GB

Company: EBRD

Requisition ID 14738
Office Country United Kingdom
Office City London
Division Banking
Dept. / Bus. Group Sustainable Infrastructure
Business Unit Infra Policy & Project Preparation, SIG
Contract Type Short Term
Contract Length 06 months
Posting End Date 19/02/2019 

This is a mat cover position ending in August 2019




The Assistant provides secretarial and administrative support to the Director as well as between 4 and 6 managers and works with other support staff in the team. The role also encompasses the responsibility of supporting & guiding other secretaries when new to their role and covering secretarial absence.


Purpose of Job


The Assistant is responsible for providing administrative and secretarial support to allocated managers.  The role is responsible for the smooth running of the managers’ business activities including travel planning and expenses, diary and Ops Com/Board submissions.


Accountabilities & Responsibilities


  • Making hotel/travel arrangements, itineraries and arranging visas, renewing passports as required to ensure travel arrangements run smoothly.
  • Provide cover during other Assistants’ absences and provide handover notes to ensure a smooth transition.
  • Handling Managers’ expense claims relating to travel, hospitality, following up on reimbursement and monitoring corporate card bills to ensure all costs are recovered in a timely manner.
  • OpsCom and Board submission for the Operation Leaders. Ensuring quality management and control; proof-reading and checking documents as and when required.
  • Screening Managers’ and colleagues’ telephone calls; responding to and dealing with external queries; passing on calls to other members of the department as appropriate to ensure appropriate action are taken for any calls.
  • Maintain comprehensive filing in various hard copy and electronic systems and archiving for Managers’/team to ensure instant retrieval of documents.
  • Managing diaries, arranging internal and external meetings and conference calls, receiving visitors ensuring that each meeting is seamlessly executed.
  • Correspondence – obtaining the appropriate sign off on documents when required ensuring that they are signed or coordinated in a timely manner.
  • Events – assist to organising events on request ensuring that any event is well organised and that any issues arising are resolved in a timely way.
  • Depending on the individual team, coordinating moves and changes with HR, IT and Facilities or/and own department coordinator to ensure a smooth on boarding for new starters.
  • Conduct ad-hoc or specific tasks assigned by Line Manager which may be related amongst others to pipeline or reporting.


Knowledge, Skills, Experience & Qualifications


Academic Qualifications

  • Secondary/High School Education
  • Fluent English, with excellent written and oral communication skills
  • Knowledge of another language (e.g. Russian, German, French, or Arabic) both written and spoken would be useful



  • Secretarial and administrative experience essential
  • Good organisational skills, proactive and flexible attitude to work essential.
  • Ability to prioritise own work and to work on own initiative.
  • Good communications skills, including pleasant and efficient telephone manner
  • Attention to detail and eye for accuracy
  • 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 highly efficiently and cheerfully and to handle simultaneous assignments involving a wide range of bank-wide contacts.
  • Willing to work overtime as and when required, sometimes at short notice.
  • 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.
  • Ability to take on responsibility.
  • Knowledge of SAP is an advantage
  • Excellent time-keeper.


Technical Skills

  • Computer literate: Windows XP: Microsoft Outlook, Word, Excel, PowerPoint
  • Knowledge of SAP desirable but not essential
  • At least 55 wpm typing

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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