Board Executive Assistant - Float

Purpose of the Job

The Board Float provides short-term cover for the Executive Assistants to Board Directors when they are absent / on leave / attending training etc.  The Float role provides administrative and secretarial support to the Constituency Director and Alternate Director, as well as ensuring the smooth running of the Constituency Office. The role reports to the Principal, Board Support & Administration (BSA), in the Office of the Secretary General (OSG).

The varied nature of the role requires the individual to integrate into the relevant Constituency Office quickly and adapt to different Directors and working styles, often on a weekly basis.

Background

The Executive Assistants to Board Directors provide office management and administrative support to the 23 Constituency Offices representing the EBRD’s 74 shareholders, in addition to any ad hoc assistance that may be required. Each Constituency Office consists of a Director, Alternate Director and may have one or more Advisers. The role assists with the daily overview of the activities of the Board which encompasses the three Board Committees and the Board Steering Group, Board Meetings, Workshops, Information Sessions, together with the logistics of the Annual Meeting. In this role, the Executive Assistants to Board Directors interact closely with internal staff Bank-wide, including senior management and the President’s Office, and shareholders (Governors’ offices, senior government officials, Embassies in the UK and overseas), as well as the business community.

The Executive Assistants to Board Directors are also responsible for organising any travel undertaken by Constituency personnel, including travel to Constituency member countries, accompanying the President, participation in Board Consultation Visits and the Annual Meeting.

Scale

The EBRD Board of Directors has 23 resident Directors (who are elected by the Board of Governors), 23 Alternate Directors and some 30 Board Advisers.

Executive Assistant support the Board Director and Alternate Director. They also support the Governors, Ambassadors and Ministers of the Constituency members. The main interfaces are with Board members, shareholders/Government authorities, President’s Office, Ex Com members, senior Bank management and Resident Offices. 

Accountabilities & Responsibilities

The Board Float will cover the duties of the relevant Executive Assistant that they have been assigned to provide cover for. The Executive Assistants are responsible for providing administrative and secretarial support to the Board Director and Alternate Director, and to ensure that the day-to-day operations of the Constituency Office run smoothly. This involves liaising with both internal departments and external authorities (Ministries, representatives of shareholders such as Embassies and other IFIs). This role may also involve ad hoc responsibilities as required by the Board Director which may include, but is not limited to, the following:

• Complex diary management, including logistics for travel, visas, accommodation, ordering currency and preparing itineraries.
• Organising documents for all Board Committees, meetings and travel to ensure the Directors are fully briefed.
• Monitoring e-mails, screening and prioritising messages and replying on behalf of the Director where appropriate; managing incoming phone calls, prioritising communications for the Director’s attention or re-routing as necessary; management of a contact database.
• Drafting, editing correspondence and occasionally proof-reading reports for Directors.
• Facilitating co-ordination with senior management and other departments regarding meetings and general Bank matters. 
• Organising conferences, workshops, receptions, yearly Constituency events and hiring of premises.
• Facilitating the Director’s work by extracting and summarising confidential information from Board documents.
• Facilitating Donor and other ad-hoc events requested by shareholders and Embassies.
• Constituency personnel changes: facilitating a smooth changeover for leavers and joiners.
• Annual Meeting: co-ordinator for the Constituency and up to 7 Delegations, including registration, flights, accommodation and payments, and the programme of meetings geared towards the Head of Delegation (either the Minister or the Governor of the National Bank).
• Managing and maintaining comprehensive filing in various hard copy and electronic systems and archiving for Directors to ensure instant retrieval of documents.
• Conducting ad hoc or specific tasks assigned by Directors.

When not assigned to a Constituency Office, the Board Float shall undertake any such training, professional development, networking, and other relevant ad hoc tasks assigned to them by the Principal, Board Support & Administration.

Knowledge, Skills & Experience 

Academic Qualifications

• Recent demonstrable secretarial experience in the banking sector or at an IFI essential.
• Secretarial qualification desirable but not essential.
• Fluent English with both written and verbal communication skills, in order to assist the Board Directors from non-English speaking countries.
• Knowledge of other languages, especially an EBRD working language (i.e. Russian, French, German), an asset.

Experience/Knowledge

• Strong team player who is proactive and has the ability to work with and alongside people in an international and multi-cultural environment.
• Good knowledge of the EBRD and its procedures, policies and resources (or a willingness to learn them).
• Strong organisational skills with ability to handle complex situations independently.
• Demonstrable experience organising and booking complex travel arrangements.
• Excellent communication skills, both written and spoken.
• Ability to build strong working relationships with people at all levels of the organisaton (i.e. from the Board / ExCom downs), and to be able to handle relations diplomatically at all levels including authorities, EBRD management and the wider business community.
• Ability to adapt to change and respond positively to new challenges.
• Ability to prioritise own work and to work to deadlines under pressure.
• Ability to use discretion at all times whilst having access to highly sensitive and confidential information.

Technical Skills

• Intermediate/advanced computer literacy (Word, Excel, Outlook and Powerpoint);

Knowledge of SAP desirable but not essential.

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.

Please note, that due to the high volume of applications received, we regret to inform you that we are unable to provide detailed feedback to candidates who have not been shortlisted (for further consideration).