Assistant, OGC (Office of the General Counsel) provides secretarial and administrative support to lawyers (including Principal & Principal Counsel) and works with overtime eligible staff covering secretarial absence and providing guidance & coaching to new joining secretaries when required. This role will entail dealing with colleagues at all levels in the Resident Offices as well as in the Headquarters, which in turn also includes various departments.
Purpose of Job
Assistant, OGC is responsible for secretarial and administrative assistance as a Department Float, to all levels of Counsel within OGC, responsible for diary management, travel planning and expenses, coordinating submissions / documents for Board, OpsCom submissions etc, for which interaction is needed across the whole of EBRD.
Accountabilities & Responsibilities
Preparing legal documentation such as execution and conformed copies; signing announcements and confirmations and Powers of Attorney and circulating within the Bank.
Manage and coordinate hotel/travel arrangements, itineraries and arranging visas, renewing passports as required to ensure travel arrangements run smoothly.
Maintain comprehensive filing in various hard copy and electronic systems ie Livelink/ProjectLink including all aspects of safekeeping if applicable and archiving for lawyer’s to ensure instant retrieval of documents.
Manage diaries, arrange internal and external meetings and conference calls, receive visitors ensuring that each meeting is seamlessly executed.
Provide coaching and guidance to more junior colleagues to share the knowledge and expertise.
Prepare draft templates and coordinate hard copy documents for various committees and meetings (Board, Opscom, SBIC, etc.).
Draft outside counsel documentation, oversee process through eSelection.
Monitoring emails; screening and prioritising messages and replying on behalf of a lawyer where appropriate; manage incoming telephone calls; prioritising communications and re-routing as necessary and taking comprehensive messages.
Carry out significant additional administrative tasks for the department/unit (depending on the team).
Perform other ad hoc/secretarial/administrative duties as required
Knowledge, Skills, Experience & Qualifications
Secondary/High School Education
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
Significant secretarial and administrative experience.
Good organisational skills, proactive and flexible attitude to work essential.
Ability to use initiative to undertake tasks and projects without guidance.
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.
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 and use own initiative.
Ability to deal discretely with confidential/sensitive information and data.
Confidence to put self forward for various projects and responsibilities and quickly understand what is required of the task in hand.
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.