Overview
Provide shared administrative and logistical support across two units within the ITS Business Administration Department, ensuring smooth daily operations and contributing to the coordination of strategic initiatives.
Key Responsibilities
- Provide comprehensive administrative and logistical support across two units simultaneously, managing calendars, scheduling meetings, drafting routine correspondence, arranging travel, and processing documents.
- Serve as back-up to the Senior Executive Assistant and extend support to Team Leads and Managers.
- Manage meeting room and workspace reservations, ensuring proper setup of AV equipment, supplies, and accessibility.
- Facilitate coordination and execution of activities by liaising closely and effectively with members of the Executive Offices and VPUs.
- Handle sensitive and confidential correspondence and information discreetly.
- Undertake various ad hoc duties assigned by Managers.
- Organize and distribute mission itineraries and briefing materials, coordinate meeting schedules, travel, visa requests, office logistics, and security arrangements.
- Lead end-to-end planning and execution of events such as meetings, conferences, and workshops.
- Assist with budget management for both units, tracking, organizing, and maintaining visibility on financials.
- Maintain current distribution lists, phone/address lists of project/product contacts, and distribute documents.
- Ensure the smooth running of office spaces for both units, including maintaining office functionality and coordinating Facilities Management staff.
- Monitor documents for accuracy, ensure adherence to department and WBG guidelines and procedures, and assist in editing, formatting, and production of documents and correspondence.
- Organize and coordinate workflow within the Front Office, ensuring smooth operation of Unit support work and related systems.
- Collaborate closely with HR colleagues on recruitment, job postings, contract management, onboarding, and other personnel actions.
- Foster a high level of teamwork, maintain a positive and cohesive work environment, and inspire trust.
- Exercise independent judgment by promptly addressing potential problems or issues/deadlines requiring action.
- Establish effective working relationships with counterparts in other ITS units, fostering open communication and teamwork.
Required Experience
2+ years of experience as a team assistant, program assistant, or in similar roles is preferred.
Qualifications
Bachelor’s degree with no experience required or equivalent combination of education and experience.
