European Bank for Reconstruction and Development - Float Assistant

The Assistant provides secretarial and administrative support to Director, (Board Directors where required) Senior Managers and assists other Assistants/Officers in the team as and when required. Assist in ensuring routine office support procedures are carried out, covering Assistants’ absence and providing guidance & coaching to junior secretaries (when required). This role will entail dealing with colleagues in the Resident Offices as well as in the Headquarters, includes various bank wide departments.

Purpose of Job

The Assistant is responsible for administrative support and secretarial assistance to senior and/or other allocated managers from the team (in RO’s this can include support to a Director but based in HQ only). The role is responsible for the smooth running of the managers’ business activities including travel planning and expenses, diary and internal high level meetings Inc. committee meetings.

For this role to be successful they need to interact across the whole of the EBRD up to and including Managing Directors/Board Directors and where applicable external clients & service providers.

Accountabilities & Responsibilities

  • Manage/coordinate hotel/travel arrangements, itineraries and arranging visas, renewing passports as required - ensure travel arrangements run smoothly.

  • Process/assist in consultancy contracts/legal documentation and liaising with consultants, and outside lawyers as directed by relevant dept manager.

  • Carry out full secretarial and administrative duties for Director/Manager to enable smooth running of the office.

  • Managing diaries, arranging internal and external meetings and conference calls, receiving visitors ensuring meetings are seamlessly executed.

  • Correspondence – drafting, checking and/or proofreading (as needed)

  • Obtain the appropriate sign off on documents (when required) ensuring signed or coordinated in a timely manner.

  • Take minutes at meetings ensuring all key points are captured, summarised and effectively presented to the manager.

  • Prepare Powerpoint presentations and other material for meetings / committees

  • Draft routine business correspondence for Director’s signature. Prepare, draft and check team documentation ensuring quality management control.

  • Responsible for arranging all elements of travel according to EBRD policy and claiming expenses in a timely manner to ensure the Director/Manager does not incur any unnecessary delays in receiving payment.

  • Maintain comprehensive filing in various hard copy and electronic systems and archiving for Managers’/team to ensure instant retrieval of documents.

  • Organise and coordinate filing in various electronic systems 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.

  • May manage and coordinate 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.

  • May act as departmental co-ordinator, IT co-ordinator, HR co-ordinator, Stationery co-ordinator.

  • Organise and coordinate internal departmental events ensuring they are professionally managed to a high standard.

  • Conduct ad-hoc or specific tasks assigned by Line Manager which may be related amongst others to pipeline or reporting.

  • Maintain Team shared calendar, Weekly Whereabouts, & Contact Database.

  • Depending on the Team/location may be responsible for the team’s sick record by updating absences in SAP HR ensuring an accurate and up to date record is available.

  • Provide secretarial cover during absences and provide handover notes to ensure a smooth transition.

Knowledge, Skills, Experience & Qualifications

Academic Qualifications

  • High School Education

  • Working at senior Director level within a secretarial field is essential

  • Working within banking secretarial experience required

  • Minimum 5 years secretarial experience is 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.

  • SAP experience is essential

  • Travel expenses experience required

  • 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.

  • Good knowledge of the Department’s procedures and the EBRD.

  • Ability to cope well under pressure and flexibility to adapt within the role

  • 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 on and 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.

Technical Skills

  • Computer literate: Windows XP: Microsoft Outlook, Word, Excel, PowerPoint

  • Knowledge of SAP essential

  • At least 55 wpm typing