Overview
Provides a full range of executive assistance to the Executive Director and works seamlessly as a team with another Program Assistant, serving as the main point of contact for internal and external clients.
Key Responsibilities
- Provides a full range of executive assistance to the Executive Director and works seamlessly as a team with another Program Assistant.
- Serves as the main point of contact for the Executive Director for internal and external clients.
- Ensures the highest level of discretion, judgment, and diplomacy in providing a wide range of executive assistant support; sets priorities; manages the workflow in an efficient and organized manner.
- Prepares, processes, and handles information of a sensitive and confidential nature.
- Adapt and quickly respond to the need of the Executive Directors, and of internal and external stakeholders.
- Undertakes and effectively organizes all events related to the work of the Executive Director (e.g., working lunches and dinners; office and networking events; cultural events; receptions, etc.).
- Ensures efficient functioning of the Executive Director's Office.
- Gives independent follow-up on extensive and diverse inquiries and can make appropriate and timely decisions.
- Organizes operational travel itineraries for the Executive Director and the other team members and processes the trip reports and representational expenses through SAP.
- Prepares the program of meetings for the Executive Director and High-Level Government officials at Ministerial Level during the Spring Meetings and Annual Meetings of the World Bank Group and the International Monetary Fund.
- Maintains direct relationships or liaises with the constituent members, particularly during the Spring and Annual Meetings.
- Organizes and coordinates activities in preparation of the Constituency Meeting and the Constituency Reception, including side events, as required.
- Accompanies the Executive Director to the Annual Meetings when held in member countries (once every three years); gives administrative and logistical support to the Executive Director and the delegations of the participating constituency countries.
- Provides general research support utilizing relevant computer software to develop, retrieve, maintain and manipulate data as needed, particularly Board-related work.
- Keeps being informed on new technology as introduced by the World Bank Group; and makes sure all staff in the EDs office are informed and, if necessary trained, in using new tools; attends learning sessions when necessary.
- Takes care of the proper dissemination of documentation and relevant information to the Constituency Governors/Alternate Governors and respective constituency country authorities.
- Arranges meetings with Senior Bank Management for visiting High Level Government officials and High- Level Representatives of the private sector
- In cooperation with the other team assistant, edits and checks documents and statements written by the Executive Director, the AED and or the Executive Director’s staff.
- Drafts letters and memoranda for final approval and signature by the Executive Director.
- Maintains and updates contact lists, and the filing system.
- Ensures an efficient back-up system is in place.
- Provides support to all other members of the team.
- Leave and Attendance Coordinator: keeps track of team’s leave requests submitted and leave taken; ensures that the team’s Annual Leave schedule is up-to-date and works efficiently.
Required Experience
- At least 10 years of relevant experience.
- Extensive and diverse experience within the World Bank Group or similar large organization, with an in-depth knowledge of the full range of Bank Group or large institution processes, technologies, policies and procedures, particularly regarding institution-wide decision-making functions.
- High degree of judgment, tact, integrity and diplomacy, substantial expertise in dealing with confidential data and frequent sensitive and confidential information within the World Bank Group and the international community.
- Demonstrated ability to function under time pressure and to handle multiple tasks in a fast-paced environment of changing priorities.
- Proactive attitude/outstanding interpersonal skills and ability to work with staff at all levels (inside and outside the World Bank Group), with demonstrated ability to respond and deal effectively with diverse situations using good judgment, tact and diplomacy.
- Demonstrated ability to work independently with high level of discretion and attention to detail.
- Ability to lead, supervise and coach other A2D staff and address motivation, training, and development issues relevant to the staff.
Qualifications
• Must have a high school diploma (Bachelor’s degree preferred).
