Job Summary: 

The Board of Directors is divided into 23 Constituency Offices, representing the Bank’s 75 shareholders. Each Office typically has a Director, an Alternate Director and an Executive Assistant, although some Offices may also have one or more Advisers. The Executive Assistant reports to the Director, but is also expected to provide administrative and secretarial support to the Alternate Director, as well as ensuring the smooth running of the Constituency Office. In addition, the Executive Assistant may be required to assist with more specialised tasks involving contact with government officials and other Constituency nationals.

Key Duties and Responsibilities:

To provide administrative and secretarial support to the Director and Alternate Director, and ensure the smooth running of the Constituency Office. Responsible for the orderly conduct of routine administrative business of the Office.

• Efficient diary management; arranging internal and external meetings; dealing with visitors.
• Making travel arrangements and hotel reservations; arranging visas as and when required.
• Dealing with expense records for Constituency budget purposes and handling appropriate claims relating to travel, hospitality and medical matters.
• Typing reports, correspondence and memoranda. Photocopying.
• Drafting routine business correspondence as required.
• Distributing Board documents and other materials within the Office and capitals.
• Monitoring communications with capitals and ensuring Constituency requirements are being looked after.
• Monitoring Office budget.
• Deal with the necessary preparations for Annual Meetings and other major events.
• Maintaining an effective filing system.
• Other ad-hoc administrative and secretarial duties as required.

Qualifications, Skills and Experience:

• Proven secretarial / administrative experience and sound knowledge of the EBRD, with an excellent performance record.
• Knowledge of the Bank’s procedures and policies.
• Fluent English, both written and spoken.
• German desirable, but not essential
• Excellent organisational skills and ability to work on own initiative is required.
• Good typing skills (55 wpm).
• Computer literate: MS365 Teams, Microsoft Outlook, Word, Excel, PowerPoint and SAP.
• Excellent communication skills, both written and spoken.
• Experience and knowledge in dealing with other institutions and the business community.
• Diplomatic skills and protocol experience to handle relations with authorities, business community and EBRD staff in a multicultural setting.
• Ability to adapt to change and respond positively to new challenges.

Competencies and Personal Attributes:

• Enthusiastic and self-motivated.
• Strong team player, able to integrate into a small team with the ability to work efficiently and effectively handling simultaneous assignments on a wide variety of tasks involving a wide range of internal and external contacts.
• Ability to cope well under pressure and a capacity for hard work.
• Good sense of priority and initiative.
• Reliable, flexible and willing to work overtime if required.

Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements