Administrative​/Clerical Assistant, Office Administrator​/ Coordinator

The Assistant is responsible for administrative support to allocated professionals from the team and ad‑hoc support to others during busy times and absences. This is a busy role, requiring a proactive, independent and capable approach. The Assistant needs to take full ownership of tasks to ensure the smooth running of the managers’ business activities including but not limited to travel planning and expenses, diary management, proof‑reading, co‑ordination of various types of meetings and team events.

Each Assistant is also allocated various additional tasks, which are usually ad‑hoc/weekly.

For this role to be successful they need to interact across the whole of the EBRD up to and including Managing Directors and where applicable external clients & service providers.

The Assistant provides secretarial and administrative support to the leadership team as well as Senior Managers, Managers and assists other Assistants/Officers in the team as and when required. In the absence of the manager, ensures routine office support procedures are carried out, covering Assistants’ absence and providing guidance & coaching to junior secretaries when required. This role will entail dealing with colleagues in the Resident Offices as well as in the Headquarters, which in turn also includes various departments.

• Manage and coordinate hotel/travel arrangements, itineraries and arranging visas, renewing passports as required to ensure travel arrangements run smoothly.
• Process consultancy contracts/legal documentation and liaising with consultants, and outside lawyers as directed by manager.
• Carry out all secretarial and administrative duties for Director/Manager to enable smooth running of the office.
• Managing diaries, arranging internal and external meetings and VC calls, receiving visitors ensuring that each meeting is seamlessly executed.
• Correspondence – drafting, checking and/or proofreading as needed. Additionally, all documents being submitted to various approval boards within the Bank are proof‑read by Assistants.
• Obtain the appropriate sign off on documents when required ensuring that they are signed or coordinated in a timely manner.
• Take minutes at meetings ensuring all key points are captured, summarised and effectively presented to the manager.
• Prepare material for meetings / committees.
• Draft routine business correspondence for Director’s signature. Prepare, draft and check team documentation ensuring quality management control.
• Responsible for arranging all elements of travel according to EBRD policy and claiming expenses in a timely manner to ensure the Director/Manager does not incur any unnecessary delays in receiving payment.
• Maintain comprehensive filing in various hard copy and electronic systems and archiving for Managers’/team to ensure instant retrieval of documents.
• Organise and coordinate filing in various electronic systems i.e. Live link including all aspects of safekeeping if applicable. Overall coordination and responsibility for the information added, ensuring quality management and control of the information.
• May manage and coordinate conferences and events by being well organised, paying the utmost attention to detail and trouble‑shooting on the day to ensure that all runs smoothly and to time.
• Organise and coordinate internal departmental events ensuring they are professionally managed to a high standard.
• Conduct ad‑hoc or specific tasks assigned by Line Manager which may be related amongst others to pipeline or reporting.
• Maintain Team shared calendar, Weekly Whereabouts, & Contact Database.
• Provide secretarial cover during absences and provide handover notes to ensure a smooth transition.

• High School Education.
• A recognised secretarial qualification would be useful, but is not essential.
• Fluent English, with excellent written and oral communication skills.
• Knowledge of another language (e.g. Russian, German, French, or Arabic) both written and spoken would be useful.

• Secretarial and administrative experience essential.
• Good organisational skills, proactive and flexible attitude…