Executive Assistant to MD, SSA

• The Executive Assistant is responsible for providing comprehensive high quality secretarial and administrative support to the Managing Director; together with any ad-hoc and personal assistance that may be required to the Managing Director ensuring that day-to-day operations run smoothly which may include, but is not limited to the following:
• Efficient diary management
• Monitoring e-mails; screening and prioritising messages and replying on behalf of the Managing Director where appropriate; manage incoming telephone calls; prioritising communications and re-routing as necessary and taking comprehensive messages
• Drafting correspondence for the Managing Director signature/review; taking minutes; proof-reading and checking documents to for the Managing Director ensure quality management and control. Coordinate team submissions acting as quality control & ensuring all deadlines are met.
• Arrange all elements of travel according to EBRD travel policy including arranging visas, accommodation, ordering currency and preparing itineraries. Check travel expense reports and other expenditure for the relevant cost centre(s) to ensure adherence to the Bank's policy; monitor and assist the MD in claiming expenses in a timely manner.
• Maintain comprehensive filing in various hard copy and electronic systems and archiving for Managers'/team to ensure instant retrieval of documents.
• Liaise with the relevant Committee Secretariats with regard to the scheduling of their department's items at Bank committee meetings and Board of Directors' meetings
• Produce and/or prepare team related documents such as Power Point presentations, business correspondence, factsheets, briefing notes, reports ensuring all deadlines are met and contents are accurate in accordance with the requirements of the relevant Bank Committee procedures.
• Conduct ad-hoc or specific tasks assigned by Line Manager which may be related amongst others to pipeline or reporting.
• Support RO visitors to HQ (e.g. finding office space / arranging printing/other HQ-based assistance, etc.) to extent not provided by their own Country MD front office.
• Provide occasional cover for the Banking VP front office.

Dependent on team, the role may also include:

• Support budget officer and/or conduct budget officer duties with routine budgetary functions for the Team / Department (Purchase Orders, checking re-charge, departmental accruals and various housekeeping reports) to ensure costs are as pre-approved and deliver reports as requested.
• Departmental Co-ordinator, IT co-ordinator, HR co-ordinator, Stationery co-ordinator ensuring all administrative procedures surrounding on-boarding, moving and leaving of staff/consultants; entering sick leave into SAP and compiling monthly sick and overtime reports for their manager's signature and review before submission to HR. Maintain Team shared calendar, Weekly Whereabouts & Contact Database.
• Assist the Team Portfolio Manager including tasks such as regularly updating DTMs, informing the Team of signing dates, sending PMM/XNR reminders, creating new projects in the system and updating the Director weekly on pipeline if relevant
• Maintain an up-to-date disaster recovery and business continuity call out cascade to refer to in the event of an emergency
• Organise Departmental events: e.g. Team Meetings, Conferences, Presentations, Seminars, Team Retreats and Off-sites
• To act as a key person in preparation for the regular senior level events with participation of the President, Board members and other senior managers.