Executive Assistant

Requisition ID 36736

Office Country United Kingdom

Office City London

Division Policy and Partnerships

Contract Type Fixed Term

Contract Length 2 years

Posting End Date 03/06/2026

Purpose of the Job The Executive Assistant to the Managing Director, Policy Strategy and Delivery provides high quality secretarial and administrative support; together with any ad-hoc assistance that may be required. The Executive Assistant may also assist with a variety of administrative tasks for PSD group including group level meetings and events. The role will interact with all levels within PSD, VP3 and Bank wide, to include Banking Department Budget Officers, HR, Board Secretariat, President’s Office as well external clients and institutions.

Accountabilities And Responsibilities The Executive Assistant is responsible for providing comprehensive high quality secretarial and administrative support to the Managing Director; together with any ad-hoc 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; 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 regarding the scheduling of PSD items at Bank committee 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 Team within PSD.

Dependant On Team, The Role May Also Include

• 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.
• Timely monitoring and reporting of the department’s self-managed costs to ensure these are in line with annual projected budget; raise purchase requisitions; enter goods receipts and process expenses relating to travel and hospitality, ensuring these adhere to the Bank’s purchasing and expense policies and procedures.
• Departmental Co-ordinator, IT co-ordinator, HR co-ordinator, work with Teams within PSD to ensure all administrative procedures surrounding on-boarding, moving and leaving of staff/consultants. Maintain PSD Front Office shared calendar.
• Maintain an up-to-date disaster recovery and business continuity call out cascade to refer to in the event of an emergency.
• Assist in the recruitment, interview process, training and management of other Assistants, including monitoring workload, setting their objectives to maintain an effective workplace capable of meeting its demands; may act as a secondary reviewer on Assistants’ performance appraisal; and ensuring team cover at all times.
• 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.
• Work with th…