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Team Secretary (known internally as Assistant)

Posting Date: 17-Nov-2021

Location: London, GB

Company: EBRD

Requisition ID 23846
Office Country United Kingdom
Office City London
Division Sustainable Infrastructure
Dept. / Bus. Group Infra Europe, SIG
Business Unit Infra Europe, SIG
Contract Type Regular
Contract Length
Posting End Date 13/12/2021 

This position is being advertised as a 16 hours per week Thursday - Friday job share

 

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 Ops Com/Board submissions.

 

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.

 

Background

 

The Assistant provides secretarial and administrative support to team managers and works with other support staff in the team as and when required. The role also encompasses the responsibility of supporting & guiding other Assistants when new to their role and covering secretarial absence. This role will entail dealing with colleagues in the Resident Offices as well as in the Headquarters, which in turn also includes various departments.

 

Accountabilities and Responsibilities

 

  • Making hotel/travel arrangements, itineraries and arranging visas, renewing passports as required to ensure travel arrangements run smoothly
  • 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
  • Validating Expenses in SAP
  • OpsCom and Board submission for the Operation Leaders. Ensuring quality management control; proof-reading and checking documents as and when required, using Microsoft Word
  • Prepare PowerPoint presentations and other material for meetings / committees
  • Prepare Excel spreadsheets, maintain records in Excel and use data in Excel to create VLook up and Pivot Tables when required
  • Processing consultancy contracts/legal documentation and liaising with consultants, and outside lawyers as directed by manager
  • Provide cover during other Assistants’ absences and provide handover notes to ensure a smooth transition
  • 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
  • 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 and coordinating Mandate Letters 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
  • Assisting in keeping the project pipeline updated on the EBRD system
  • Maintain comprehensive filing and archiving in various hard copy and electronic systems and archiving for Managers’/team to ensure instant retrieval of documents 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
  • Depending on the individual team may act as communication co-ordinator, IT co-ordinator (coordinating moves and changes with HR, IT and Facilities or/and own department coordinator to ensure a smooth on boarding for new starters), HR co-ordinator, Stationery co-ordinator
  • Events- organising signing events on behalf of Operations Leader at the Headquarters ensuring that any event is well organised and that any issues arising are resolved in a timely way
  • Manage and coordinate online and live conferences and events by being well organised, paying the utmost attention to detail and trouble shooting on the day to ensure that all runs smoothly and to time
  • Depending on the individual team they may be responsible for dealing with reports, logging, ensuring all entries are correct and that all personal items are paid by the individual
  • 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

 

 

  • A recognised secretarial qualification would be useful, but is not essential
  • 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

 

Experience/Knowledge

 

  • 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 efficiently 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.
  • Confidence to put self forward for various projects and responsibilities and quickly understand what is required of the task in hand. 
  • Knowledge of SAP is an advantage
  • Excellent time-keeper

 

Technical Skills

 

  • Outlook
  • Word, Excel, PowerPoint - intermediate
  • WebEx, Zoom
  • Office 365,  MS Teams, SharePoint

 

 

Acc

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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