Executive Assistant to the Managing Director, Policy Strategy and Delivery

Job Posting Organization:
The European Bank for Reconstruction and Development (EBRD) is an international financial institution established in 1991 to foster the transition towards open market-oriented economies and to promote private and entrepreneurial initiative in countries from Central Europe to Central Asia. The EBRD operates in over 30 countries and has a mission to support the development of a sustainable market economy, focusing on projects that promote innovation, sustainability, and inclusivity. The organization employs a diverse workforce and is committed to diversity and inclusion in its operations, ensuring that it reflects the communities it serves.

Job Overview:
The Executive Assistant to the Managing Director, Policy Strategy and Delivery plays a crucial role in providing high-quality secretarial and administrative support to the Managing Director. This position is essential for ensuring that the day-to-day operations of the office run smoothly. The Executive Assistant will be responsible for managing the Managing Director's diary, screening emails, drafting correspondence, and coordinating travel arrangements. The role requires interaction with various stakeholders, including senior management, external clients, and institutions, making it vital for the Executive Assistant to possess excellent communication and organizational skills. The position also involves assisting with administrative tasks for the Policy Strategy and Delivery group, including organizing meetings and events, maintaining filing systems, and ensuring compliance with the Bank's policies and procedures. The Executive Assistant must be proactive, adaptable, and capable of handling multiple tasks efficiently while maintaining a high level of professionalism.

Duties and Responsibilities:
The Executive Assistant will be responsible for a wide range of duties, including but not limited to: Efficiently managing the Managing Director's diary and scheduling appointments; Monitoring and prioritizing emails, responding on behalf of the Managing Director when appropriate; Drafting and proofreading correspondence for the Managing Director; Coordinating travel arrangements in accordance with EBRD travel policy, including visa arrangements and itinerary preparation; Checking travel expense reports and ensuring adherence to the Bank's policies; Maintaining comprehensive filing systems for easy document retrieval; Liaising with Committee Secretariats regarding scheduling for Bank committee and Board meetings; Preparing team-related documents such as presentations and reports; Conducting budget officer duties, including monitoring departmental costs and processing expenses; Assisting in the recruitment and training of other assistants; Organizing departmental events and meetings; Collaborating with the Managing Director’s Advisor to prepare briefing materials for senior-level meetings; and Supporting visitors to HQ with logistical arrangements.

Required Qualifications:
Candidates must possess a degree or equivalent relevant business experience. A recognized secretarial qualification is advantageous but not mandatory. Fluency in English, with excellent written and oral communication skills, is essential. Knowledge of another language, such as French or Arabic, is desirable. Candidates should have proven experience working at a senior level within a multi-disciplinary and multi-cultural organization, demonstrating excellent organizational and planning skills. The ability to prioritize tasks, maintain composure under pressure, and exhibit strong interpersonal skills is crucial. A proactive attitude and a willingness to take on additional responsibilities are also important.

Educational Background:
A degree in business administration, management, or a related field is preferred. Candidates with equivalent relevant experience will also be considered. A recognized secretarial qualification would be beneficial but is not a strict requirement.

Experience:
Candidates should have substantial experience working in a senior administrative role, preferably within an international or multi-cultural organization. Experience in providing support to senior executives and familiarity with organizational procedures and policies is highly valued. The ability to manage multiple tasks and deadlines effectively is essential, as is experience in budget management and reporting.

Languages:
Fluency in English is mandatory, with excellent written and verbal communication skills. Knowledge of additional languages, particularly French or Arabic, is considered an asset and would enhance the candidate's profile.

Additional Notes:
This position is offered on a fixed-term contract for a duration of 2 years, with the possibility of extension or transition into a longer-term role. The EBRD promotes a flexible working environment, expecting employees to work in the office 50% of their time. The organization values diversity and encourages applications from qualified candidates regardless of their background. Due to the high volume of applications, detailed feedback will not be provided to candidates who are not shortlisted.