Address
Form of work
SalaryOffice Country United Kingdom
Office City London
Division Policy and Partnerships
Contract Type Fixed Term
Contract Length 2 years
Posting End Date 23/01/2024
Purpose of Job
The Assistant is responsible for administrative support and secretarial assistance to senior and/or other managers in the Climate Strategy and Delivery team. The role is responsible for the smooth running of the managers' business activities including extensive travel planning, expenses, diary management including internal high-level meetings and day-to-day support.
For this role to be successful they need to interact across the whole of the EBRD, including Managing Directors and where applicable external clients and service providers.
Background
The Climate Strategy and Delivery group comprises c.100 people, primarily based in London, that is responsible for the Bank's green and climate, strategy, policy and operational support. Its core functions are to coordinate the definition of the Bank's strategy in the green and climate areas, support the Banking teams with specialist expertise to ensure delivery of the Bank's green investment goals and deliver policy advice and technical support to the Bank's clients and countries of operations. The group is led by a Managing Director and is further divided into three roughly equal teams, each led by a Director and covering the areas of: Climate Strategy and Regional Delivery, Sustainable Business and Infrastructure and Green Financial Systems.
Administrative support for the group is centralised in a team of four Assistants, based in the Climate Strategy and Regional Delivery team but providing support to the whole group. That team reports to the Associate, Team Lead, who is responsible for all the group's administrative and operational support needs, including administration, budget, IT and similar areas.
The Assistant provides secretarial and administrative support to Senior Managers, Managers and assists other Assistants in the team as and when required. In the absence of the manager, ensures routine office support procedures are carried out, covering Assistants' absence and providing guidance and coaching to junior secretaries when required. This role will entail dealing with colleagues in the Resident Offices as well as in the Headquarters, which in turn also includes various departments.
Accoutabilities & Responsibilities
- Manage and coordinate hotel/travel arrangements, itineraries and arranging visas as required to ensure travel arrangements run smoothly.
- Carry out all secretarial and administrative duties for the entire Climate Strategy and Delivery Team including the Managing Director and Directors (when required) to enable smooth running of the office.
- Managing diaries, arranging internal and external meetings and conference calls, receiving visitors ensuring that each meeting is seamlessly executed.
- Correspondence - drafting, checking and/or proofreading as needed.
- 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 Powerpoint presentations and other material for meetings / committees.
- 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 CSD staff members do 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. Teams Channels and 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.
- Assist in managing and coordinating 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.
- Assist in organising and coordinating internal team building events ensuring they are professionally managed to a high standard when required.
- Conduct ad-hoc or specific tasks assigned by Line Manager when required.
- Maintain Team shared calendar, Weekly Whereabouts and Contact Database.
- Provide secretarial cover during absences and provide handover notes to ensure a smooth transition.
Academic Qualifications
- 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.
- Strong team player with the ability to effectively cooperate and collaborate with other members of the team with a positive mind-set.
- Good organisational skills, proactive and flexible attitude to work essential.
- Ability to use initiative to undertake tasks and projects without guidance.
- Good communications skills.
- 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.
- Ability to multi-task while remaining calm and professional and a capacity for hard work.
- Ability to work efficiently and to handle simultaneous assignments involving a wide range of bank-wide contacts.
- 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.
