Executive Assistant to MD, SSA

The Executive Assistant provides high quality secretarial and administrative support to the Managing Director Sub-Saharan Africa (SSA), managing diary, travel, correspondence, and coordinating administrative tasks. The role involves interaction with senior management and external clients, ensuring smooth operation of the Managing Director's business activities and supporting departmental functions.

Responsibilities

• Provide comprehensive high quality secretarial and administrative support to the Managing Director
• Efficient diary management
• Monitor e-mails; screen and prioritise messages and reply on behalf of the Managing Director where appropriate
• Manage incoming telephone calls; prioritise communications and re-route as necessary and take comprehensive messages
• Draft correspondence for the Managing Director signature/review; take minutes; proof-read and check documents to ensure quality management and control
• Coordinate team submissions acting as quality control and ensuring all deadlines are met
• Arrange all elements of travel according to EBRD travel policy including arranging visas, accommodation, ordering currency and preparing itineraries
• Check travel expense reports and other expenditure for the relevant cost centre(s) to ensure adherence to the Bank's policy
• Maintain comprehensive filing in various hard copy and electronic systems and archiving for Managers’/team to ensure instant retrieval of documents
• Liaise with the relevant Committee Secretariats regarding scheduling of department’s items at Bank committee meetings and Board of Directors’ meetings
• Produce and/or prepare team related documents such as Power Point presentations, business correspondence, factsheets, briefing notes, reports ensuring all deadlines are met and contents are accurate
• Conduct ad-hoc or specific tasks assigned by Line Manager related to pipeline or reporting
• Support RO visitors to HQ to extent not provided by their own Country MD front office
• Provide occasional cover for the Banking VP front office
• Support budget officer and/or conduct budget officer duties with routine budgetary functions for the Team / Department
• Act as Departmental Co-ordinator, IT co-ordinator, HR co-ordinator, Stationery co-ordinator ensuring all administrative procedures surrounding on-boarding, moving and leaving of staff/consultants
• Assist the Team Portfolio Manager including tasks such as regularly updating DTMs, informing the Team of signing dates, sending PMM/XNR reminders, creating new projects in the system and updating the Director weekly on pipeline if relevant
• Maintain an up-to-date disaster recovery and business continuity call out cascade
• Organise Departmental events such as Team Meetings, Conferences, Presentations, Seminars, Team Retreats and Off-sites
• Act as a key person in preparation for regular senior level events with participation of the President, Board members and other senior managers
• Anticipate the need for background briefing material and ensure it is available in advance of meetings with the President, senior management, Board Directors, members of the Group and other internal/external officials

Requirements

• Degree and/or equivalent relevant business experience
• A recognised secretarial qualification would be useful, but is not essential
• Fluent English, with excellent written and oral communications skills
• Knowledge of another language (e.g French) both written and spoken would be desirable
• Proven experience at working at a senior level within a multi-disciplined and multi-cultural organisation
• Excellent organisational and effective planning skills with a demonstrated ability to prioritise and independently co-ordinate workload to comply with deadlines
• Ability to keep calm under pressure and be flexible; also 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
• Excellent interpersonal skills; including tact and diplomacy
• A proactive and can-do attitude, approach and team ethic
• Good level of numeracy and ability to work with numbers
• Internal candidates to have a thorough knowledge of the Bank’s procedures, policies and of institutional working practices
• Strong written and verbal communication skills in English
• Good material presentation skills with attention to detail and the ability to judge required accuracy
• Willingness to take on additional responsibilities
• Excellent time keeper
• Comfortable interacting with staff at a very senior level both within their own department and Vice-Presidency as well as Bank wide
• EBRD experience and/or knowledge of the Bank’s policies and systems desirable (e.g. SAP, Project Link, Live-link, Bold-net, DTM; and Data Warehouse Reports etc)
• At least 55 wpm typing
• Intermediate/advanced computer literacy (Word, Excel, Outlook and PowerPoint) as well as the ability to format large documents, charts and tables to publication quality is essential
• Knowledge of SAP desirable but not essential

Skills

• Secretarial Support
• Diary Management
• Travel Coordination
• Correspondence Management
• Organizational Skills
• Workload Prioritization
• Time Management
• Interpersonal Skills
• Tact and Diplomacy
• Numeracy
• Written Communication
• Verbal Communication
• Material Presentation
• Typing 55 wpm
• MS Word
• MS Excel
• Microsoft Outlook
• MS PowerPoint
• Document Formatting
• SAP
• Project Link
• Live-link
• Bold-net
• DTM System
• Data Warehouse Reporting

Languages

English, French