Team Assistant

The Team Assistant provides administrative support to the unit’s work program including task management, procurement, databases, IT coordination, and editorial support. The role involves drafting correspondence, maintaining project data, monitoring team activities, supporting meetings and events, and ensuring compliance with institutional requirements.

Responsibilities

• Provide administrative support to the unit’s work program, including task management, procurement, databases, IT coordination, and editorial support.
• Draft and format correspondence and other documents in accordance with institutional standards, proper grammar, punctuation and style. Format and edit large documents.
• Conduct routine analytical tasks, compile information, and support Task Team Leaders (TTLs) and team members with project-related deliverables.
• Maintain accurate project data, status reports, contact lists, distribution lists, databases, and electronic and physical records.
• Monitor team activities, deadlines, and deliverables; follow up on outstanding actions and provide timely updates.
• Apply relevant procedures and exercise sound judgment to resolve routine administrative issues, escalating complex matters as appropriate.
• Attend meetings, draft minutes, and ensure timely clearance and distribution.
• Support event preparation and logistics for meetings and events, including high-level visits, conferences, seminars, and workshops; coordinate logistics, prepare materials, record minutes, and support timely clearance and distribution.
• Respond to internal and external inquiries or route them promptly to the appropriate staff.
• Promote efficient work practices and ensure that documents, records, and processes comply with departmental, VPU, and institutional requirements.
• Provide backup support to team members and Team/Program Assistants on project and administrative matters, as needed.

Requirements

• High school diploma with 2 years of experience or equivalent combination of education and experience.
• Proficiency in standard and advanced office applications, databases, collaboration tools, and office equipment, with the ability to learn new technologies quickly.
• Proficient written and verbal English communication skills, including the ability to draft routine correspondence and edit materials accurately for grammar, punctuation, clarity, and style.
• Sound knowledge of office administration, document management, and electronic and physical records systems.
• Strong organizational and time-management skills, with the ability to prioritize competing demands, meet deadlines, and deliver accurate, high-quality work under pressure.
• Initiative, sound judgment, attention to detail, and the ability to follow through on team priorities and respond promptly to information requests, including in the team leader’s absence.
• Strong interpersonal skills and a collaborative, service-oriented approach, with the ability to work effectively and respectfully in a multicultural environment.
• Adaptability, willingness to learn, and readiness to seek guidance when needed.
• Ability to meet any applicable Bank Group testing requirements in effect at the time of recruitment

Skills

• Office Management
• Document Management
• Records Management Projects
• Task Management
• Procurement Support
• Database Management
• IT Coordination
• Editorial Support
• Drafting Correspondence
• Editing Documents
• Time Management
• Organizational Skills
• Office Applications
• Collaboration Tools
• Use of office equipment
• Written English Communication
• Verbal English Communication

Languages

English