Board Float

Job Posting Organization:
The European Bank for Reconstruction and Development (EBRD) is an international financial institution established in 199

• The EBRD's mission is to foster the transition towards open market-oriented economies and to promote private and entrepreneurial initiative in countries from Central Europe to Central Asia and the Southern and Eastern Mediterranean. The organization operates in over 30 countries and employs a diverse workforce of approximately 2,000 employees. The EBRD is committed to sustainable development and aims to support projects that enhance the quality of life in the regions it serves.

Job Overview:
The Board Float position is designed to provide essential administrative and secretarial support to the Executive Assistants of Board Directors during their absence, whether due to leave, training, or other commitments. This role is crucial for ensuring the seamless operation of the Constituency Office, which involves a variety of tasks that require adaptability and quick integration into different working environments. The Board Float will report directly to the Principal of Board Support & Administration within the Office of the Secretary General. The position demands a proactive approach, as the individual will need to manage complex diary schedules, coordinate travel logistics, and maintain effective communication with both internal and external stakeholders. The role also includes organizing meetings, conferences, and other events, ensuring that all necessary documentation is prepared and that the Directors are well-informed and briefed on relevant matters. The Board Float must be able to handle sensitive information with discretion and maintain a high level of professionalism at all times.

Duties and Responsibilities:
The Board Float will be responsible for covering the duties of the Executive Assistant they are assigned to, which includes a wide range of administrative tasks. These responsibilities encompass complex diary management, including travel arrangements, visa applications, accommodation bookings, and itinerary preparation. The Board Float will also organize documents for Board Committees and meetings, ensuring that Directors are fully briefed. They will monitor emails, screen and prioritize messages, and manage incoming phone calls, ensuring effective communication flow. Drafting and editing correspondence, as well as proof-reading reports for Directors, will also be part of the role. The Board Float will facilitate coordination with senior management and other departments regarding meetings and general Bank matters. Additionally, they will organize conferences, workshops, and other events, manage personnel changes within the Constituency, and coordinate logistics for the Annual Meeting, including registration and accommodation for delegations. Maintaining comprehensive filing systems and conducting ad hoc tasks assigned by Directors will also be required.

Required Qualifications:
Candidates must possess recent demonstrable secretarial experience, preferably within the banking sector or at an International Financial Institution (IFI). While a secretarial qualification is desirable, it is not essential. Fluency in English, both written and verbal, is mandatory to effectively assist Board Directors from non-English speaking countries. Knowledge of additional languages, particularly those recognized as working languages by the EBRD, such as Russian, French, or German, is considered an asset. Strong organizational skills, the ability to work independently, and a proactive approach are essential for success in this role.

Educational Background:
While specific educational requirements are not explicitly stated, candidates are expected to have a strong background in secretarial or administrative support roles, ideally with relevant qualifications or certifications that demonstrate their capability in this field. A background in business administration or a related field may be advantageous.

Experience:
The position requires candidates to have a solid level of experience in secretarial or administrative roles, particularly within an international or multi-cultural environment. Demonstrable experience in managing complex travel arrangements and organizing events is crucial. Candidates should also have a proven track record of working effectively under pressure and meeting tight deadlines, showcasing their ability to prioritize tasks and manage time efficiently.

Languages:
Fluency in English is mandatory, as the role involves communication with Board Directors and other stakeholders. Knowledge of additional languages, especially those recognized by the EBRD as working languages, such as Russian, French, or German, is highly desirable and will enhance a candidate's profile.

Additional Notes:
This position is a fixed-term contract lasting for 2 years. The EBRD promotes a flexible working environment, expecting employees to work in the office 50% of the time. The organization values diversity and encourages applications from qualified candidates regardless of their background. Due to the high volume of applications, the EBRD may not provide detailed feedback to candidates who are not shortlisted.