Executive Assistant

Purpose of the Job

The Executive Assistant for the Financial Institutions (FI) Operations and Portfolio team is responsible for providing administrative and secretarial support to the Team Director/Associate Directors/Team members as well as undertaking administrative tasks related to the portfolio management responsibilities of the team.

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 Operations and Portfolio team including diary management, meeting room bookings, proofreading emails/documents/reports, drafting of documents/responses.
• Proactive management and maintenance of Director’s calendar and meetings. Involves maintaining, prioritising and scheduling all meetings domestically and internationally including meeting room bookings and external reservations. Ensure time is clear in the calendar for meeting preparation, lunch breaks and focus time.
• Arrange all elements of travel for team members according to EBRD policy including arranging; flights, visas, accommodation, transfers and preparing itineraries as well as supporting team members with their claiming expenses on SAP Concur.
• Organise and support events: team meetings, internal and external stakeholder meetings, conferences, training and learning events, presentations, workshops, FI events and team socials.
• Team expense management and submission.
• Support the FI Credit Risk Envelope process: monitor envelope schedule, oversee the tracking of credit reviews (CR)– send CR reminders and undertake follow-up with OLs, rescheduling CRs to be aligned with envelope process and update CRs to incorporate newly signed projects.
• Support TOMS process – oversee the tracking of TOMS reports – send TOMS reminders and undertake follow-up with OLs, rescheduling TOMS to be aligned with envelope process.
• Assist the Portfolio Support Team with portfolio tasks to include:

• Regularly review DTM entries to ensure data accuracy and consistency. Liaise with OLs on upcoming approval and signing dates.
• Run monthly BPN portfolio, annual business and pipeline reports and maintain Board approval log.
• Use portfolio data to prepare charts and tables and assist with the preparation of presentations.

• Assist with Projectlink filing oversight and annual audit.
• Assist the Budget team with regular tasks such as reviewing monthly specific cost item reports, checking expense claims are within policy and provide cover, as required.
• To provide cover for the Executive Assistant to the Managing Director and to work cooperatively with the FI Team Assistants, in positive partnership to support each other and provide cover as required.
• Prepare team related documents such as PowerPoint presentations, Excel spreadsheets, draft business correspondence, draft factsheet/briefing notes/reports/guidelines/internal announcements and newsletters etc. Attend meetings and take minutes as required.
• Coordinate documents submissions, acting as quality control, proof-reader and a fact-checker and ensuring all submission deadlines are met.
• Compiling and maintaining various institutional assignments progress tracking lists, follow up with persons assigned to ensure the deadlines are not missed.
• To assist with, when required, the logistics and administration of any FI training and learning events, maintain a training log, a database of available FI training courses and draft internal communication related to FI staff learning programme.
• Act as team IT co-ordinator and assist with staff on-boarding and off-boarding, which includes requesting equipment setup and system access.
• Update FI team intranet pages ensuring that all information is current.
• Undertake ad-hoc administrative and portfolio related tasks as required. Including, entry of contacts and filing of relevant info into Client Dynamics.

Knowledge, Skills, Experience and Qualifications 

Qualifications

• Relevant Executive Assistant or secretarial or business experience.
• 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

• 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.
• 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. Knowledge of the following systems desirable - DTM, Business Performance Navigator, Reed & Mackay, SAP, Project Link, Live-link, Monarch and Pegasus.

Technical Skills

• Computer literate: Windows XP: Microsoft Outlook, Microsoft TEAMS.
• 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.

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).