Administrative Assistant - Director & Team Support at European Bank for Reconstruction and Development

Purpose of Job

• The Assistant provides comprehensive high quality secretarial support to the Director and wider team including travel arrangements and secretarial assistance in project preparation.

Accountabilities & Responsibilities

• Screen telephone calls, taking messages and passing them on as appropriate, providing a professional front of house service.
• Distributions of mail, sending out fax messages ensuring the correct correspondence gets to the correct EBRD staff member.
• Manage the diaries of the Bankers if required to assist with the smooth running of the office and key stakeholder’s schedules.
• Proofread and draft routine business correspondence for Banker’s signature, editing, photocopying, scanning and binding documents;
• Organising conference calls, video conferences, external and internal meetings.
• Travel arrangements for various business trips including visas arrangements and following up reimbursement process.
• Providing administrative support in project preparation/ due diligence/ monitoring: updating projects databases and filing project documents, preparation of contract request forms etc.
• Maintaining the filing system to ensure instant retrieval of up-to-date information (Project link)
• updating DTM entries as per the OPSCOM minutes and memo;
• OpsCom preparation: video-link organising.
• Assist in the organisation of workshops and seminars, preparing presentations for internal and external meetings.
• Working and supporting visiting missions to the RO.
• Cover the reception area as/when required
• Ad-hoc other secretarial and administrative duties may involve:
• Working with petty cash payments
• Coordinating/assisting with visa/registration issues, and if required liaising with the MFA

Academic Qualifications
Knowledge, Skills, Experience & Qualifications

• Higher education
• Excellent written and oral communication skills in English.
• Good command over the key local language(s) / dialect(s) is an advantage.

Experience/Knowledge

• Secretarial and administrative experience essential
• Good organisational skills, proactive and flexible attitude to work essential.
• Ability to prioritise own work and to work on own initiative.
• Good communications skills, including pleasant and efficient telephone manner
• Attention to detail and eye for accuracy
• 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.
• Strong team player, with the ability to work highly efficiently and cheerfully and to handle simultaneous assignments involving a wide range of bank-wide contacts.
• Willing to work overtime as and when required, sometimes at short notice.
• Ability to multi-task while remaining calm and professional and a capacity for hard work.
• Excellent interpersonal manner, including tact and diplomacy.
• Ability to exercise judgment on and deal discretely with confidential/sensitive information and data.
• Excellent time-keeper.

Technical Skills

• Computer literate: Windows XP: Microsoft Outlook, Word, Excel, PowerPoint