Executive Assistant

World Bank Group • Washington, DC

20h • Onsite

About The Position

Do you want to build a career that is truly worthwhile? The World Bank Group is one of the largest sources of funding and knowledge for developing countries; a unique global partnership of five institutions dedicated to ending extreme poverty and promoting shared prosperity. With 189 member countries and more than 120 offices worldwide, we work with public and private sector partners, investing in groundbreaking projects and using data, research, and technology to develop solutions to the most urgent global challenges. For more information, visit www.worldbank.org.

The 25 Executive Directors of the WBG Board, assisted by their Alternates, Senior Advisors, Advisors and Administrative staff represent the interests of the 189-member countries who nominated or elected them. They also ensure the oversight of the general operations of the Bank Group and the group’s results on the ground. The institutions under their purview are: The International Bank for Reconstruction and Development (IBRD), the International Development Association (IDA), which together form the World Bank; the International Finance Corporation (IFC); the Multilateral Investment Guarantee Agency (MIGA); and the International Centre for Settlement of Investment Disputes (ICSID). The World Bank Group is one of the world's largest sources of funding and knowledge for developing countries. The Board, working closely with Management, approves several policies, financial commitments and knowledge products that ensure the best global expertise and help generate cutting-edge results for its clients in developing countries.

The Office of the Executive Director for Austria, Belgium, Czechia, Hungary, Kosovo, Luxembourg, Slovakia, Slovenia and Türkiye (EDS10) is looking for a motivated and proactive Executive Assistant with excellent administrative, organizational, and interpersonal skills to join the team.

The Executive Director’s Office deals with all aspects of the Bank's work, interacts with Senior Bank Management, staff in other departments in the Bank, IFC, MIGA, as well as ministries, governments, embassies and high-level officials, representatives from the private sector, non-governmental organizations, academia, and others from the countries represented.

The office of the EDS10 is seeking to recruit an Executive Assistant. S/he will support the office work, as a core member of the Front Office team and provide support on research related assignments to the ED, AED and all the Advisers. S/he will interact with a wide range of stakeholders within and outside the World Bank and will be expected to handle all tasks necessary for the efficient functioning of the office. Candidates should be prepared to work under pressure and in a high-pace environment.

In addition to the Executive Director, the office consists of an Alternate Executive Director, Senior Advisors, Advisors, and a Research Assistant.

The successful candidate will report to the Executive Director.

Note:

Administrative support staff hired into the Executive Directors’ offices will be offered an initial 2-year Term appointment. Staff on open-ended appointments who are selected into the EDs’ offices are strongly advised to obtain a re-entry guarantee from their releasing units to be able to return to open-ended status. An open-ended staff who does not have a re-entry to his/her releasing unit acknowledges that by applying to this position, s/he is entering a Term position, if selected, and will not be able to maintain his/her open-ended status. Executive Directors must conduct an annual overall performance review for their administrative support staff consistent with WBG annual performance review processes.

If an already open-ended candidate in an ED office gets selected, s/he will retain his/her open-ended status based on already meeting the eligibility and prior conversion decision per the ED ACS conversion policy. Such candidate may be subject to rotation as required by Corporate Secretary.

Requirements

• Undergraduate degree with at least 7 years of relevant experience.
• Advanced working skills in multiple computer software applications (e.g., inter-related word processing, spreadsheets, electronic mail, database, and presentation applications).
• Exceptional communication skills (both oral and written) in English and Dutch or French or German - ability to draft a variety of correspondence, proofread and edit materials.
• High standards of output in terms of accuracy and meeting deadlines.
• Excellent administrative and organizational skills, with attention to detail.
• Excellent interpersonal skills, with a strong ability to interact with internal and external clients at all levels.
• Knowledge of existing World Bank Group’s administrative procedures and practices.
• High level of discretion in dealing with sensitive or highly confidential matters.
• Experience working under pressure, handling concurrent activities, and establishing priorities.
• Excellent information technology skills (Word formatting, Excel, PowerPoint) and willingness to learn new programs and applications as needed.
• Flexibility and willingness to work extended hours and occasionally during weekends at short notice as required.
• Demonstrated team spirit and strong desire to work in a team environment; sound judgment to effectively deal with staff at all levels.
• Proactive attitude, resourcefulness, reliability, and high degree of adaptability.
• Proficiency in all relevant computer software and WBG/IFC systems (e.g., eServices, Admin Portal, Webex, and Teams), including management of the EDS10 Website.
• Technology and systems knowledge - Has advanced proficiency of latest technology relevant to assigned responsibilities. Demonstrates initiative in learning and/or supporting implementation of emerging technology and systems relevant to effective work of the unit.
• Project and task management - Able to organize, coordinate, monitor and implement tasks and projects. Demonstrates ownership and accountability for results. Demonstrates innovation and creativity in promoting effectiveness.
• Institutional policies, processes, and procedures - Demonstrates in-depth and up-to-date knowledge of administrative and policy guidelines, practices, products and services in area of assigned functional responsibility; can guide others in complex situations.
• Versatility and adaptability - Able to anticipate, facilitate and catalyze change in the business environment and accurately assess the need for new skills and knowledge. Demonstrates continued learning attitude, supporting others in their learning and change management efforts.
• Multitasking Ability: Must demonstrate strong multitasking skills and the capacity to handle multiple responsibilities simultaneously in a fast-paced work environment.
• Weekend Availability: Should be willing to work on weekends as business needs arise. Flexibility to adjust schedules for weekend assignments is required.
• Full-Time Office Presence: This position requires full-time commitment with presence in the office from Monday to Friday during regular business hours (9am-5pm).
• High Work Ethic: Must show a strong work ethic, reliability, and dedication to consistently producing quality results.
• Positive Personality: A positive attitude and the ability to contribute to a collaborative, supportive work culture is essential.

Responsibilities

• Serve as an assistant to the office of the Executive Director and work seamlessly as a team with a Research Assistant.
• Serve as a point of contact for the office of the Executive Director for internal and external clients.
• Work with a high level of discretion and diplomacy in setting and managing priorities and workflow in an efficient and organized manner for the Executive Director, Alternate Executive Director, Senior Advisors, and Advisors.
• Independently responding, in a timely and highly professional manner, to extensive and diverse external/internal inquiries and general requests by drafting and formatting – in English and Dutch/French/German – standard and routine correspondence and making decisions when multiple courses of action are possible.
• Prepare the documentation needed for the various Board Meetings, Board Committee Meetings, retreats, and operational travel.
• Ensure efficient functioning of the Executive Director's Office and work jointly with the World Bank Group Corporate Secretariat on personnel issues.
• Plan and organize operational travel itineraries on behalf of the Executive Director and process the trip reports and representational expenses through SAP.
• Prepare the program of meetings for the Executive Director and High Government officials at Ministerial Level during the Spring Meetings and Annual Meetings of the World Bank Group and the International Monetary Fund.
• Accompany the Executive Director to the Annual Meetings when held in member countries (once in three years); give administrative and logistical support to the Executive Director, to the delegations of the participating constituency countries.
• Arrange meetings with Senior Bank Management for visiting High Level Government officials and High-Level Representatives of the private sector.
• Undertake and effectively organize all types of events related to the work of the Executive Director (presentations, working lunches and dinners; office retreats; networking events; cultural events; receptions, etc.).
• Draft letters and memoranda for final approval and signature by the Executive Director.
• Maintain and update contact lists, the filing system, and ensure the general efficient functioning of the Executive Director's Office.
• Ensure an efficient back-up system is in place.
• Work closely with the Office team to ensure research deliverables are produced in a timely fashion.
• Draft and proofread a wide range of project-related documents using proper grammar, punctuation, and style.
• Support the planning and preparation of relevant meeting materials, summaries, etc.
• Handle the coordination of the Executive Director’s and wider office operational agenda and meetings’ logistics for the Office team.
• Ensure internal databases and content are up to date.

Benefits

• The World Bank Group offers comprehensive benefits, including a retirement plan; medical, life and disability insurance; and paid leave, including parental leave, as well as reasonable accommodations for individuals with disabilities.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level