Executive Assistant

The Executive Assistant will provide high-quality executive support to the World Bank Group Country Manager in Zambia, ensuring effective functioning of the CM's Front Office. The role involves managing schedules, coordinating travel, liaising with senior officials, organizing events, and supporting coordination across WBG institutions in Zambia.

Responsibilities

• Manage the Country Manager’s (CM) schedule, organize and coordinate briefing or background material for meetings, screen and prioritize incoming correspondence and messages, and respond independently to diverse inquiries.
• Monitor and follow up on issues related to the CM’s function, ensuring relevant staff members are informed and timely submission and review of briefing materials.
• Initiate and coordinate all aspects of the CM’s travel schedule including SAP, ticket and hotel reservations, visa requests, and protocol needs while on mission.
• Draft correspondence and prepare administrative guidelines and outputs requiring the CM’s signature.
• Provide general research support using relevant computer software including artificial intelligence tools to retrieve, maintain and manipulate data and respond to inquiries.
• Establish and maintain relevant files and databases for the Country Office.
• Ensure quality and timeliness of information from the front office and disseminate information to staff as necessary.
• Serve as first point of contact and liaison with senior internal and external contacts, provide follow-up on required actions and monitor compliance.
• Provide guidance, leadership and direction within the CMU to facilitate communication flow among virtual teams and coordinate with Executive Assistants in Tanzania, Malawi, Zimbabwe, Nairobi and Washington.
• Maintain effective working relationships with government counterparts, development partners, private sector stakeholders, regional teams, and WBG staff across practices and institutions.
• Organize high-level events such as client and donor meetings, workshops and high-level visits independently.
• Ensure effective operation of the CM's Front Office, correspondence flow and records management, supporting Country Office Operations Officer(s) as needed.
• Support the CM’s oversight of the Zambia country program by tracking key follow-up actions, coordinating inputs for management briefings, supporting mission schedules, and ensuring timely flow of information on operational, portfolio, and corporate priorities.
• Support coordination across WBG institutions in Zambia including IBRD/IDA, IFC and MIGA by facilitating information flow, scheduling, mission logistics, meeting preparation, and follow-up on issues of common interest.
• Provide day-to-day coordination, guidance, and quality assurance for Administrative and Client Support (ACS) staff in the Lusaka Country Office, promoting consistent service standards, effective workload management, knowledge sharing, and collaboration across teams.
• Act as liaison with the Washington unit and the CMU.

Requirements

• Minimum Education: High School Diploma or a professional qualification in office management or administrative support. Candidates with Bachelor’s degree in Business Administration, Social Sciences or other relevant field will have an advantage.
• Minimum of seven years of direct relevant experience.
• Good understanding of the WBG’s mission, country engagement model, and operating environment, including the importance of collaboration across public and private sector arms of the institution.
• Experience in dealing with senior officials, previous experience or exposure as an Executive Assistant is an advantage.
• Strong oral and written communication skills including ability to draft and edit a variety of correspondence and ensure quality of written outputs for clarity of message.
• Ability to draft correspondence on a range of topics and ensure quality of documents requiring approval and/or signature.
• Excellent interpersonal and intercultural communications skills; maturity and ability to interact responsively and tactfully with staff at all levels, with demonstrated good judgment and discretion.
• Strong organizational skills and demonstrated ability to multitask and judge priorities under extremely tight deadlines.
• Demonstrated ability to ensure total discretion, confidentiality, and strong personal ethics.
• Demonstrated ability to be proactive, exercise sound judgment, and use problem-solving skills in dealing with unexpected situations, often under pressure.
• Proven track record in judgment, reliability, resourcefulness and flexibility, positive attitude, self-starter and maintain composure under stressful situations.
• Ability to coach and mentor junior ACS staff.
• Ability to create a positive and cohesive team environment within the Country Office and in dealing with the other units in the country department.
• Expert use of all relevant computer software using advanced functions, in particular for Microsoft Office applications, SAP etc.
• Ability to effectively use artificial intelligence tools.
• Effective analytical, research, innovative and problem-solving skills.
• High degree of independence, motivation, initiative and reliability.
• Flexibility and willingness to adjust scope of responsibilities.
• Flexibility with working hours and willingness to work overtime.
• Technology and systems knowledge - Exhibits excellent knowledge of Microsoft Office applications and proficiency of technology or/and systems relevant to functional area. Able to coach less experienced staff on relevant technology and systems.
• Project and task management - Able to undertake diverse and complex assignments with minimal supervision and resolve competing demands. Demonstrates good organizational skills, can plan and prioritize own work and work of internal clients (e.g. manage the CM’s calendar).
• Institutional policies, processes, and procedures - Demonstrates relevant functional knowledge and understanding of institutional priorities, policies, operational and administrative procedures, and people. Able to practically apply and guide others in policy application.
• Versatility and adaptability - Demonstrates initiative and motivation to proactively learn new developments in relevant policies, procedures and technology. Is able proactively identify, prevent and/or solve problems. Able to participate in change management activities and initiatives.
• Team Leadership (ACS) - Able to support ACS team members, giving instructions when necessary to improve work performance and promote collaboration within the team. Able to organize and/or conduct training for team members on procedures, policies and work activities.
• Client Orientation - Exhibits a positive and professional client service attitude; able to understand clients' needs and meet them professionally.
• Drive for Results - Takes personal ownership and accountability to meet deadlines and achieve agreed-upon results, and has the personal organization to do so.
• Teamwork (Collaboration) and Inclusion - Collaborates with other team members and contributes productively to the team's work and output, demonstrating respect for different points of view.
• Knowledge, Learning and Communication - Able to research and draft quality written materials or review adherence of written materials prepared by others to administrative requirements. Able to mentor, guide and organize learning activities within the area of assigned responsibilities.
• Business Judgment and Analytical Decision Making - Able to use analytical, problem-solving skills and resourcefulness to make informed and practical decisions to carry out own work. Able to advise on information usage and storage, and policies in the area of assigned responsibilities.

Skills

• Office Management
• Administrative Support
• Executive Assistance
• Senior Official Liaison
• Drafting Correspondence
• Written Communication
• Inter-Cultural Communication
• Organizational Skills
• Multitasking
• Confidentiality Management
• Problem Solving
• Coaching and Mentoring
• Team Leadership
• Microsoft Office Suite
• SAP
• Artificial Intelligence Tools
• Analytical Skills
• Research Skills
• Project Management
• Policy Application
• Client Services
• Change Management

Languages

English