Assistant

Job Posting Organization:
The European Bank for Reconstruction and Development (EBRD) is an international financial institution established in 1991 to support the development of market economies and promote private and entrepreneurial initiatives in countries transitioning to a market economy. The EBRD operates in over 30 countries, primarily in Central and Eastern Europe, and has a mission to foster the transition to open market-oriented economies and to promote private and entrepreneurial initiatives. The organization employs a diverse workforce and is committed to sustainability, equality, and digital transformation, making it a unique place to work.

Job Overview:
The Assistant role is pivotal in providing comprehensive administrative support to the staff at the EBRD. This position entails managing various administrative tasks that are essential for the smooth operation of the office. The Assistant will be responsible for organizing travel arrangements, managing diaries, and providing secretarial assistance in project preparations. The role requires a proactive approach to ensure that all administrative functions are executed efficiently, allowing the Bankers to focus on their core responsibilities. The Assistant will also be involved in maintaining project databases, preparing documentation, and facilitating communication among team members and external stakeholders. This position is ideal for someone who thrives in a dynamic environment and is eager to contribute to the success of the organization.

Duties and Responsibilities:
The Assistant will have a wide range of responsibilities including but not limited to: screening telephone calls and taking messages, providing a professional front-of-house service; distributing mail and ensuring correct correspondence reaches the appropriate EBRD staff member; managing the diaries of Bankers to facilitate smooth office operations; proofreading and drafting routine business correspondence for Bankers' signatures; organizing conference calls, video conferences, and meetings; arranging travel for business trips, including visa arrangements and reimbursement processes; providing administrative support in project preparation, due diligence, and monitoring; maintaining an organized filing system for instant retrieval of project information; assisting in the organization of workshops and seminars; preparing presentations for meetings; and performing ad-hoc secretarial and administrative duties as required. The Assistant may also be required to assist the Office Manager with park expenses in SAP and process travel claims, coordinate visa and registration issues, and liaise with the Ministry of Foreign Affairs.

Required Qualifications:
Candidates must possess higher education qualifications and demonstrate fluency in English, with excellent written and oral communication skills. Essential qualifications include prior secretarial and administrative experience, strong organizational skills, and a proactive and flexible attitude towards work. The ability to prioritize tasks, work independently, and communicate effectively is crucial. Attention to detail, the ability to cope well under pressure, and the capacity to build effective working relationships in a multicultural environment are also required. Candidates should be conscientious, reliable, and flexible, with a professional demeanor and a strong team player mentality. The role demands excellent interpersonal skills, tact, and diplomacy, as well as the ability to handle confidential information discreetly.

Educational Background:
The position requires candidates to have completed higher education. This educational background is essential to ensure that the Assistant can effectively manage the diverse tasks associated with the role and contribute positively to the team's objectives.

Experience:
Candidates should have relevant secretarial and administrative experience, which is essential for this role. The experience should demonstrate the ability to manage multiple tasks efficiently while maintaining a high level of professionalism. A proactive approach to work and the ability to adapt to changing priorities are also important aspects of the required experience.

Languages:
Fluency in English is mandatory for this position, with excellent written and oral communication skills being essential. While English is the primary language required, knowledge of additional languages may be considered an asset, enhancing the candidate's ability to communicate effectively in a diverse work environment.

Additional Notes:
This position is a regular contract role with a contract length that is not specified. The EBRD promotes a flexible working culture, expecting employees to attend the office 50% of their working time. The organization values diversity and encourages all qualified candidates, regardless of their background, to apply. Due to the high volume of applications, the EBRD may not provide detailed feedback to candidates who are not shortlisted.