Senior Executive Assistant

World Bank Group • Washington, DC

4d

About The Position

Do you want to build a career that is truly worthwhile? Working at the World Bank Group provides a unique opportunity for you to help our clients solve their greatest development challenges. 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, increasing shared prosperity and promoting sustainable development. 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. Please visit www.worldbank.org.

VPU Context:
The Development Finance Vice-Presidency (DFi) is responsible for the management and monitoring of policies, procedures, and resources for the World Bank’s development financing vehicles. DFi sets the policy framework for the World Bank Group’s development finance by engaging in strategic resource mobilization, playing an intermediation role to help align the needs of recipients, WBG institutional priorities, and priorities of funding partners, through a variety of funding instruments. These include the International Development Association (IDA), the World Bank’s fund for the poorest, the International Bank for Reconstruction and Development (IBRD), Trust Funds, including Financial Intermediary Funds (FIFs), and co-financing.

Given the nature and variety of this portfolio, DFi works closely with the President's office, Executive Directors, WBG senior management, corporate and operations units across the WBG, funding partners and government officials. As such, DFi is structured to provide the institution with a more holistic approach to financing, financial policy, and strategic fundraising across IDA, IBRD, and Bank/IFC trust funds and partnerships.

Department Context:
The Development Finance Trust Funds and Partner Relations (DFTPR) Department is at the forefront of the Bank’s engagement in Trust Funds, FIFs, and cofinancing. The Department is responsible for managing and administering the Bank’s portfolio of Trust Funds and FIFs, designing and establishing new, multi-donor partnership initiatives, and setting the policy and procedural framework for Trust Funds, FIFs and public sector cofinancing, in a manner that they complement IDA and IBRD. DFTPR comprises two units, Trust Funds Policy and Partner Relations, and Financial Intermediary Funds, Digital and Analytics. The Cofinancing workstream is supervised from the Director’s Front Office.

The primary responsibility of the Senior Executive Assistant will be to provide comprehensive administrative and proactive executive support to the Director, DFTPR. S/he will report to the Director and will work closely with the administrative staff within the department as well as members of the Director’s front office. S/he will also work closely with other front office staff throughout the VPU, in particular those supporting the DFi Vice President. Specifically, s/he will be responsible for, but may not be limited to, the following duties:

Requirements

• Minimum education: Bachelor’s degree and a minimum of six years of relevant experience, or equivalent combination of education and experience.
• Thorough understanding, or the ability to quickly gain an understanding, of Director-level business activities and objectives and understanding of the broader context in which the Bank works.
• Good team player, with excellent interpersonal and communication skills and able to interact tactfully and effectively with internal/external contacts at all levels.
• Effective, proven skills in organizing, prioritizing, scheduling, planning and coordinating work and other activities internally and externally.
• High degree of discretion and good judgement in dealing with internal and external clients, staff, and managers at all levels, and in handling confidential and sensitive information.
• Experience in full range of office support work, with a high level of performance.
• Able to work independently as well as part of a team.
• Thorough knowledge and use of all relevant computer software, including advanced functions and the ability to help organize data and information retrieval systems.
• Resourceful and comfortable with testing and using new IT tools to carry out tasks.

Responsibilities

• Provide, with the highest level of discretion, a wide range of executive assistance and administrative support to the Director, including managing the Director’s calendar and workflow: arranging appointments, independently resolving scheduling conflicts, and screening and prioritizing incoming emails/correspondence/requests consulting others as needed.
• Keep the Director on schedule within a manageable day, letting her know when next appointments have arrived and are ready to start, and ensuring adequate time between meetings to ensure she is adequately prepared.
• Support mission planning, scheduling, and booking for the Director’s mission travel, and prepare briefing books/binders with documents relevant for the mission.
• Support the department’s workflow and deliverables to ensure appropriate and timely follow-up by the managers and others within DFTPR. This includes coordinating within DFTPR in carrying out assignments and requests for comments (e.g. for setting ELT agenda, documents for corporate review/OC) coming from the DFi Front Office.
• Pull together, as needed background information/material in hard copy and/or One drive, and in Outlook for all meetings, including the relevant briefs, reports, documents and information, consulting relevant staff as needed. Ensure these are properly filed in well-structured folders (in paper and/or electronic format) for easy access by the Director and appropriate Front Office staff and for future reference.
• Ensure all documents/correspondences requiring signature are of high quality and adhere to official formatting and standard protocol and appropriate email distribution list.
• Carry out research on a range of topics on behalf of the Director.
• Work closely with the other FO staff in the Vice Presidency, and provide back-up as needed with the Senior Executive Assistant and other administrative staff in the VPU. Coordinate leave plans with other administrative staff to ensure proper coverage.
• Serve as first point of contact and liaison with an extensive network of internal and external clients at all levels, including the most senior levels within and external to the Bank.
• Handle logistical planning for meetings or equivalent events held in the office or sponsored by the office.
• Assist in the preparation and enhancement of power point presentations as needed.
• Coordinate closely with HR and other colleagues in the unit, on a range of issues, including internal/external recruitment of ACS staff, STC and STT hiring as necessary.
• Undertake other duties and ad hoc assignments that may be assigned, including during absence of other ACS staff and/or heavy work periods.

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.
• We are proud to be an equal opportunity and inclusive employer with a dedicated and committed workforce, and do not discriminate based on gender, gender identity, religion, race, ethnicity, sexual orientation, or disability.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Number of Employees: 5,001-10,000 employees