Senior Executive Assistant

World Bank Group • Washington, DC

9d

About The Position

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 Operations Policy and Country Services (OPCS) of the World Bank plays a pivotal role in achieving the World Bank Group’s (WBG) mission. OPCS is at the center of the ‘operations complex’ and plays a critical role in supporting the Bank’s leadership on all issues related to Bank operations. OPCS develops and oversees operational policies and their modernization, including the VPU’s readiness to support the WBG ambition on scale, speed and impact. OPCS provides advice and support to the Managing Director of Operations to ensure delivery of strategically aligned, innovative, impactful financing and analytical work while managing risks. It also helps teams, including through hands-on assistance, to apply the Bank’s policies, processes, and risk management tools for our clients. Working in OPCS helps World Bank professionals gain broad exposure to strategic operations issues and develop a deeper understanding of the business of the Bank. (link:https://worldbankgroup.sharepoint.com/sites/opcs)

Unit Context: Staff in the OPSVP unit has overall responsibility for providing support to the OPCS Vice President on the delivery of the OPCS work program, and for ensuring an effective and efficient workflow within OPCS, with the MD’s office, the Corporate Secretariat, and other WB units. The Senior Executive Assistant will report to the OPCS VP, and play a key role in interfacing with other staff in the front office, other departments within OPCS and with other VPUs/ GPs and Regions.

Duties and accountabilities:

The Senior Executive Assistant will be expected to handle a variety of concurrent activities and competing demands in a fluid and fast-paced environment, including 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 the VPU’s business activities and overall 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, calmly, tactfully and effectively with internal/external contacts at all levels.
• Effective, proven skills in logically, organizing, structuring, prioritizing, scheduling, planning and coordinating work and other activities internally and externally.
• High degree of discretion in dealing with internal and external clients, staff, and managers at all levels, and in handling confidential and sensitive information.
• Able to work in a calm, confident and resilient manner, with a strong ability to multi-task.
• Experience in the full range of office support work, with a high level of sustained 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.

Nice To Haves

• Prior experience in working in a Senior Management front office is highly desirable.

Responsibilities

• Perform with a high degree of efficiency, discretion and judgment to provide a wide range of executive assistance to the OPSVP, especially in the areas of managing priorities, and work flow; staff interaction with the OPSVP; screening of all incoming documents; screening, prioritizing and following up on emails and phone calls and ensuring the smooth delivery of services.
• Ensure all documents requiring signature are of high quality and adhere to administrative operational guidelines.
• Routinely prepare correspondence on a range of topics on behalf of the OPSVP and prepare minutes of meetings.
• Serve as a point of contact for the OPSVP and as liaison with an extensive network of contacts at all levels, both internally (including the VPs/MDs’ Offices, Office of the President, etc.) and externally, maintaining comprehensive contact information.
• Support the OPCS Leadership Team to keep abreast of and maintain sufficient working knowledge of the tasks being performed in each department with an ability to independently respond to inquiries and exercise strategic thinking and decision-making skills to address clients within and outside the Bank.
• Coordinate the time management and scheduling on behalf of the OPSVP, to include effective prioritizing and resolving related conflicts and competing demands.
• Gather and collate materials and prepare mission briefing materials and binders for the Director’s schedule of meeting, in close collaboration with Front Office staff.
• Handle logistics of OPSVP’s mission travel. Handle logistical planning for meetings or equivalent events held in the office or sponsored by the office.
• Support relaying processing handling information of the most sensitive, diverse and confidential nature.
• Independently respond to extensive and diverse inquiries and make decisions when multiple courses of action are possible.
• Ensure smooth operation of office and administrative support by maintaining and coordinating general office procedures and guidelines and ensure their dissemination across the function to enable efficiencies and consistency.
• Perform other ad-hoc duties in support to OPCS Directors as assigned by the OPCS VP, such as processing of documents for appropriate clearance, distribution and handling of logistical planning for negotiations, review meetings, Board presentations, signings and other key meetings, and monitoring or downloading project/budget reports.
• Represent Front Office in a professional manner in interactions with internal/external contacts at all levels, establishing and maintaining an effective network of contacts both inside and outside the VPU to support achievement of business priorities.

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
• Number of Employees: 11-50 employees