Ea Fi Operations and Portfolio

2 weeks ago

London, United Kingdom European Bank for Reconstruction and Development Full time

Requisition ID- 33234- Office Country- United Kingdom- Office City- London- Division- Banking Sectors- Contract Type- Short Term- Contract Length- 12 months- Posting End Date- 15/03/2023Purpose

The Executive Assistant for the FI Operations and Portfolio team is responsible for providing administrative and secretarial support to the Team Director/Associate Directors/Team members as well as undertaking administrative tasks related to the portfolio management responsibilities of the team.

Background

Financial Institutions Team (FI) is one of EBRD’s largest sector teams, responsible for around one third of EBRD annual business investment.

The Executive Assistant is a pivotal role providing key administrative and logístical support to the Director and senior team members of the FI Operations and Portfolio Team.

Owing to the nature of the FI Operations and Portfolio team’s activities, this role is wide ranging and encompasses not only administrative and secretarial support to the team, but also tasks specifically related to the portfolio management function.

For this role to be successful key relationships are with Team Director, Portfolio Managers, colleagues within FI and ROs, as well as in the various departments in HQ

Facts
- The Executive Assistant supports Team Director, Portfolio Managers, 3 Senior Managers and team members.
- The role does not include any line management responsibility.

Accountabilities
- Proactive management and maintenance of Director’s calendar and meetings. Involving maintaining, prioritising and scheduling all meetings domestically and internationally including meeting room bookings and external reservations. Ensure time is clear in the calendar for meeting preparation, lunch breaks and focus time.
- Arrange all elements of travel for team members according to EBRD policy including arranging; flights, visas, accommodation, transfers and preparing itineraries as well as claiming expenses on SAP.
- Team expense management and submission.
- Support the FI Credit Risk Envelope process: monitor envelope schedule and file final envelopes, oversee the tracking of PMRs - send PMR reminders and undertake follow-up with OLs, rescheduling PMRs to be aligned with envelope process and update PMRs to incorporate newly signed projects.
- Assist the Portfolio Support Team with portfolio tasks to include:

- Regularly review DTM entries to ensure data accuracy and consistency. Liaise with OLs on upcoming approval and signing dates.
- Run monthly BPN portfolio, annual business and pipeline reports and maintain Board approval log.
- Use portfolio data to prepare charts and tables, and assist with the preparation of presentations.
- Assist with Projectlink filing oversight and annual audit.
- Prepare team related documents such as PowerPoint presentations, Excel spreadsheets, draft business correspondence, draft factsheet/briefing notes/reports/guidelines/internal announcements and newsletters etc. Attend meetings and take minutes as required.
- Coordinate documents submissions, acting as quality control, proof-reader and a fact-checker and ensuring all submission deadlines are met.
- Compiling and maintaining various institutional assignments progress tracking lists, follow up with persons assigned to ensure the deadlines are not missed.
- To assist with, when required, the logistics and administration of any FI training and learning events, maintain a training log, a database of available FI training courses and draft internal communication related to FI staff learning programme
- Organise events: team meetings, internal and external stakeholder meetings, conferences, training and learning events, presentations, workshops, FI events and team socials.
- Act as team IT co-ordinator and assist with staff on-boarding and off-boarding, which includes requesting equipment setup and system access.
- Provide cover for other FI Team Assistants and Budget Officers as required.
- Update FI team intranet pages ensuring that all information is current.
- Undertake ad-hoc administrative and portfolio related tasks as required. Including, entry of contacts and filing of relevant info into Client Dynamics.

Work cooperatively with the FI Team Assistants, in positive partnership to support each other

Qualification, Knowledge & Experience
- Relevant secretarial or business experience.
- Excellent knowledge of English language with an ability to edit English language text written by non-native speakers.
- Knowledge of another language (e.g. Russian, French, or Arabic) would be useful but is not essential.

**Experience/Knowledge**
- Ability to engage with team members working in various locations and build positive relationships.
- A positive, proactive and can-do attitude, approach and team ethic. Willing to work overtime as and when required, sometimes at short notice.
- Proven experience at working at a senior secretarial/administrative level within a multi-disciplined and multi-cultural organisation,

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