E T Temporary - Senior Executive Assistant
About The Position
The Senior Executive Assistant (ET4) is a member of the Global Corporate Solutions and Corporate Real Estate (GCSCR) Front Office, providing high-level administrative support to the GCSCR Senior Manager and other managers in coordination with the GCSCR Advisor. The role supports efficient executive operations and coordination and requires exceptional organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced environment. The position is based in Washington, DC, and reports to the Senior Manager, GCSCR. The role provides executive, communications, organizational, administrative, and project coordination support. Duties include preparing and editing correspondence and presentations; coordinating schedules, meetings, conferences, events, and mission logistics; managing sensitive information and executive communications; processing administrative requests and transactions; maintaining contact lists and records; assisting with process improvements and special projects; and coordinating inputs for cross-unit initiatives.
Requirements
- High school diploma with 10 years of experience, or an equivalent combination of education and experience.
- Excellent knowledge of Microsoft Office applications, including Excel, Word, and PowerPoint, and proficiency using technology.
- Ability to coach less experienced team members on relevant technology and systems.
- Ability to manage diverse and complex assignments with minimal supervision and resolve competing demands.
- Good organizational skills and the ability to plan and prioritize work.
- Initiative and motivation to learn developments in relevant policies, procedures, and technology; ability to identify, prevent, and solve problems and participate in change initiatives.
- Ability to interact with clients with discretion and diplomacy and resolve client-related issues.
- Personal ownership, accountability, and organization to meet deadlines and achieve results.
- Ability to collaborate productively with team members and respect different points of view.
- Professional and constructive communication skills and ability to assist in preparing written materials in line with World Bank administrative guidelines and best practices.
- Ability to contribute to unit knowledge sharing.
- Ability to provide general administrative support independently, assess situations, exercise sound judgment, and recognize when an issue should be escalated.
- Applicants are expected to be authorized to work in the duty station for any employer for preference as local talent; internal applicants may apply under existing guidelines.
Nice To Haves
- Knowledge and experience with project management systems used in construction and facilities management.
Responsibilities
- Provide administrative management, coordination, and liaison support to the Senior Manager, GCSCR, and other managers.
- Prepare and edit correspondence, communications, presentations, and other documents, ensuring quality for the Senior Manager’s review, approval, or signature.
- Serve as the primary communications contact for executive activities and draft and manage stakeholder responses professionally.
- Support the Senior Manager under the WBG Real Estate Governance Framework in coordination with the GCS Director’s front office.
- Manage sensitive and confidential information and safeguard executive documents and communications.
- Organize and prioritize tasks that support executive schedules and workflows.
- Coordinate meeting, conference, and event logistics, including agendas, materials, participant notifications, room reservations, catering, scheduling conflicts, and document circulation.
- Schedule meetings and audio, video, and Webex conference calls.
- Process eServices requests and other transactions, including office supply orders, Facilities Helpdesk requests, software renewals, subscriptions, membership requests, and reimbursements.
- Provide administrative and logistical support during missions, conferences, and trainings.
- Maintain and distribute email and phone contact lists for project and product contacts.
- Help update systems and processes and keep information current.
- Prepare presentation materials, documents, meeting minutes, and official documents, and file them for accessibility and future reference.
- Support systems and process improvement initiatives requested by the Senior Manager, GCSCR.
- Assist with coordination and execution of special projects and initiatives, monitor progress, and provide status updates.
- Respond independently to diverse inquiries and make decisions when multiple courses of action are possible.
- Perform ad hoc tasks requested by the Senior Manager and managers of HQ International Real Estate, Governance, and CoE.
- Coordinate inputs for cross-unit initiatives and internal division projects, including CR websites.
Stand Out From the Crowd
Upload your resume and get instant feedback on how well it matches this job.
What This Job Offers
Career Level
Senior
Education Level
High school or GED
