Administrative Coordinator to Board Director

1 week ago

London, Greater London, United Kingdom European Bank for Reconstruction & Development Full time
Role Overview

The Board of Directors is divided into 23 Constituency Offices, representing the Bank's 75 shareholders. Each Office typically has a Director, an Alternate Director and an Administrative Assistant, although some Offices may also have one or more Advisers.

Key Responsibilities and Deliverables
  • Provide administrative support to the Director and Alternate Director, ensuring the smooth running of the Constituency Office.
  • Responsible for the orderly conduct of routine administrative business of the Office.

- Efficient diary management; arranging internal and external meetings; dealing with visitors.

- Making travel arrangements and hotel reservations; arranging visas as and when required.

- Dealing with expense records for Constituency budget purposes and handling appropriate claims relating to travel, hospitality and medical matters.

- Typing reports, correspondence and memoranda. Photocopying.

- Drafting routine business correspondence as required.

- Distributing Board documents and other materials within the Office and capitals.

- Monitoring communications with capitals and ensuring Constituency requirements are being looked after.

- Monitoring Office budget.

- Deal with the necessary preparations for Annual Meetings and other major events.

- Maintaining an effective filing system.

- Other ad-hoc administrative duties as required.

Knowledge, Skills, Experience and Qualifications
  • Proven secretarial / administrative experience and sound knowledge of the EBRD, with an excellent performance record.
  • Knowledge of the Bank's procedures and policies.
  • Fluent English, both written and spoken.
  • German desirable, but not essential.
  • Excellent organisational skills and ability to work on own initiative required.
  • Good typing skills (55 wpm).
  • Computer literate: MS365 Teams, Microsoft Outlook, Word, Excel, PowerPoint and SAP.
  • Excellent communication skills, both written and spoken.
  • Experience and knowledge in dealing with other institutions and the business community.
  • Diplomatic skills and protocol experience to handle relations with authorities, business community and EBRD staff in a multicultural setting.
  • Ability to adapt to change and respond positively to new challenges.
Competencies and Personal Attributes
  • Enthusiastic and self-motivated.
  • Strong team player, able to integrate into a small team with the ability to work efficiently and effectively handling simultaneous assignments on a wide variety of tasks involving a wide range of internal and external contacts.
  • Ability to cope well under pressure and a capacity for hard work.
  • Good sense of priority and initiative.
  • Reliable, flexible and willing to work overtime if required.

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