Executive Assistant

Job Posting Organization:
The European Bank for Reconstruction and Development (EBRD) is an international financial institution founded in 1991 to support the development of market economies and promote private and entrepreneurial initiatives in countries transitioning to market economies. The EBRD operates in over 30 countries, focusing on fostering sustainable growth and development in the regions it serves. The organization is committed to promoting diversity and inclusion within its workforce, ensuring that it reflects the rich variety of cultures and backgrounds of the communities it serves. The EBRD employs a diverse team of professionals dedicated to making a positive impact in the regions where they operate, with a mission to support the transition to a sustainable market economy.

Job Overview:
The Executive Assistant plays a crucial role in providing high-quality secretarial and administrative support to the Managing Director based in Istanbul. This position requires a proactive individual who can manage a variety of tasks efficiently, ensuring that the Managing Director's business activities run smoothly. The Executive Assistant will be responsible for extensive travel planning, diary management, and preparing briefing materials for high-level visits. The role involves interacting with various stakeholders, including senior management, Board Directors, and external clients, making it essential for the Executive Assistant to maintain professionalism and discretion at all times. The successful candidate will need to anticipate the needs of the Managing Director and ensure that all administrative tasks are completed accurately and on time, contributing to the overall effectiveness of the department.

Duties and Responsibilities:
The Executive Assistant's duties include, but are not limited to: Efficient diary management, monitoring emails, screening and prioritizing messages, and replying on behalf of the Managing Director when appropriate. Managing incoming telephone calls, prioritizing communications, and taking comprehensive messages. Drafting correspondence for the Managing Director's signature, taking minutes, and proofreading documents to ensure quality management. Coordinating team submissions and ensuring all deadlines are met. Arranging all elements of travel according to EBRD travel policy, including visas, accommodation, and itineraries. Checking travel expense reports and ensuring adherence to the Bank's policy. Anticipating the need for background briefing material for meetings with senior management and external officials. Liaising with Committee Secretariats regarding scheduling items for committee and Board meetings. Producing and preparing team-related documents such as presentations, business correspondence, and reports. Preparing for senior-level events involving the President and Board members. Conducting ad-hoc tasks assigned by the Line Manager. Maintaining comprehensive filing systems for easy document retrieval. Assisting in the recruitment and training of other Assistants, monitoring workloads, and ensuring effective team cover. Organizing departmental events such as meetings and conferences. Providing occasional cover for the Banking VP front office.

Required Qualifications:
Candidates must possess a degree and/or equivalent relevant business experience, along with a recognized secretarial qualification. Fluency in English and Turkish is essential, with excellent written and oral communication skills. Proven experience working at a senior level within a multi-disciplinary and multi-cultural organization is required. Candidates should demonstrate excellent organizational and planning skills, with the ability to prioritize and coordinate workloads independently. Strong interpersonal skills, tact, and diplomacy are necessary, along with a proactive attitude and a good level of numeracy. Internal candidates should have a thorough knowledge of the Bank's procedures and policies, while external candidates should be able to demonstrate strong communication skills and attention to detail.

Educational Background:
A degree in a relevant field or equivalent business experience is required. A recognized secretarial qualification is also necessary to ensure the candidate has the appropriate skills for the role.

Experience:
Candidates should have proven experience working in a senior administrative role, preferably within a multi-cultural organization. Experience in managing complex tasks and working under pressure is essential, as is the ability to anticipate needs and issues effectively.

Languages:
Fluency in English and Turkish is mandatory, with strong written and verbal communication skills in both languages. Additional languages may be considered an asset but are not required.

Additional Notes:
This position is a regular contract with a contract length that is not specified. The role is full-time, and the EBRD promotes flexible working arrangements, expecting employees to attend the office 50% of their working time. The organization encourages applications from all qualified candidates, regardless of their background, and is committed to creating an inclusive work environment. Due to the high volume of applications, the EBRD may not provide detailed feedback to candidates who are not shortlisted.