Assistant

The Assistant provides administrative support to allocated professionals and ad-hoc support during busy times and absences. Responsibilities include travel planning, diary management, proofreading, meeting coordination, and various administrative tasks to ensure smooth running of managers' business activities.

Responsibilities

• Manage and coordinate hotel/travel arrangements, itineraries and arranging visas, renewing passports as required to ensure travel arrangements run smoothly.
• Process consultancy contracts/legal documentation and liaising with consultants, and outside lawyers as directed by manager.
• Carry out all secretarial and administrative duties for Director/Manager to enable smooth running of the office.
• Managing diaries, arranging internal and external meetings and VC calls, receiving visitors ensuring that each meeting is seamlessly executed.
• Correspondence – drafting, checking and/or proofreading as needed. Additionally, all documents being submitted to various approval boards within the Bank are proof-read by Assistants.
• Obtain the appropriate sign off on documents 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.
• Prepare 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, IM 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.
• Provide secretarial cover during absences and provide handover notes to ensure a smooth transition.

Requirements

• 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.
• Secretarial and administrative experience essential.
• 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.
• 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.
• Computer literate: Windows XP: Microsoft Outlook, Word, Excel, PowerPoint.
• Knowledge of SAP desirable but not essential.
• At least 55 wpm typing.

Skills

• Secretarial Skills
• Administrative Support
• Organizational Skills
• Written Communication
• Oral Communication
• Telephone etiquette
• Attention to Detail
• Knowledge of Department Procedures
• Multitasking
• Interpersonal Skills
• Confidentiality Management
• Judgment and Discretion
• Microsoft Outlook
• MS Word
• MS Excel
• MS PowerPoint
• Typing Skills English
• Trip Planning
• Diary Management
• Meeting Coordination
• SAP

Languages

English