Senior Executive Assistant

World Bank Group•Washington, DC

19h•Onsite

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, they 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. 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 Office of the Executive Director for Albania, Greece, Italy, Malta, Portugal, San Marino, Timor-Leste (EDS21) is seeking a highly capable and motivated Senior Executive Assistant to work in a highly demanding and fast-paced environment. The Senior Executive Assistant provides support to the Executive Director and has responsibility for the overall office organization, schedule management, and general office support for all staff members in the ED’s office. The Executive Director's Office deals with all aspects of the Bank's work, interacts with Senior Bank Management and with 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 represented countries. In addition to the Executive Director, the office consists of an Alternate Executive Director, Senior Advisors, Advisors, and one other administrative staff. The successful candidate will be a member of a two-person team supporting the Executive Director (ED), Alternate ED, Senior Advisors, and Advisors.

Requirements

Must have a high school diploma
At least 10 years of relevant experience.
Excellent command of written and spoken English, including ability to independently draft a variety of formal and informal correspondence; proofreading/editing materials using proper grammar, punctuation, and style.
Ability to work with a high level of discretion in providing wide-ranging executive assistance to the Executive Director.
Extensive and diverse experience within the World Bank Group or similar large organization, with an in-depth knowledge of the full range of Bank Group or large institution processes, technologies, policies and procedures, particularly regarding institution-wide decision-making functions.
Ensures adherence to relevant guidelines and overall quality of inputs.
High degree of judgment, tact, integrity and diplomacy, substantial expertise in dealing with confidential data and frequent sensitive and confidential information within the World Bank Group and the international community.
Effective analytical, research, and problem-solving skills.
Demonstrated ability to function under time pressure and to handle multiple tasks in a fast-paced environment of changing priorities.
Excellent interpersonal skills, flexibility and ability to work in a team-oriented multi-cultural environment.
Proactive attitude/outstanding interpersonal skills and ability to work with staff at all levels (inside and outside the World Bank Group), with demonstrated ability to respond and deal effectively with diverse situations using good judgment, tact and diplomacy.
Adaptability, resourcefulness, and initiative.
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.
Team Leadership (Administrative Staff) - Provides direction to the team, making changes to processes as needed to support progress.
Encourages others to grow by providing guidance, stretch assignments, & learning opportunities.
Plays an active role in the unit-wide leadership teams.
Office Administration - Able to take responsibility for all aspects of planning, organization, coordination, and improvement of the unit's administrative work distribution in support of the implementation of the units work program.
Demonstrated ability to work independently with high level of discretion and attention to detail.
Ability to lead, supervise and coach other A2D staff and address motivation, training, and development issues relevant to the staff.
Applicants that are authorized to work in the duty station for any employer.

Nice To Haves

Bachelor’s degree preferred
Knowledge of Italian is desirable and will be a plus.
Familiarity with the constituency countries is desirable.

Responsibilities

Provides a full range of executive assistance to the Executive Director and works seamlessly as a team with another Program Assistant.
Serves as the main point of contact for the Executive Director for internal and external clients.
Ensures the highest level of discretion, judgment, and diplomacy in providing a wide range of executive assistant support; sets priorities; manages the workflow in an efficient and organized manner.
Prepares, processes, and handles information of a sensitive and confidential nature.
Adapt and quickly respond to the need of the Executive Directors, and of internal and external stakeholders.
Undertakes and effectively organizes all events related to the work of the Executive Director (e.g., working lunches and dinners; office and networking events; cultural events; receptions, etc.).
Ensures efficient functioning of the Executive Director's Office.
Gives independent follow-up on extensive and diverse inquiries and can make appropriate and timely decisions.
Organizes operational travel itineraries for the Executive Director and the other team members and processes the trip reports and representational expenses through SAP.
Prepares the program of meetings for the Executive Director and High-Level Government officials at Ministerial Level during the Spring Meetings and Annual Meetings of the World Bank Group and the International Monetary Fund.
Maintains direct relationships or liaises with the constituent members, particularly during the Spring and Annual Meetings.
Organizes and coordinates activities in preparation of the Constituency Meeting and the Constituency Reception, including side events, as required.
Accompanies the Executive Director to the Annual Meetings when held in member countries (once every three years); gives administrative and logistical support to the Executive Director and the delegations of the participating constituency countries.
Provides general research support utilizing relevant computer software to develop, retrieve, maintain and manipulate data as needed, particularly Board-related work.
Keeps being informed on new technology as introduced by the World Bank Group; and makes sure all staff in the EDs office are informed and, if necessary trained, in using new tools; attends learning sessions when necessary.
Takes care of the proper dissemination of documentation and relevant information to the Constituency Governors/Alternate Governors and respective constituency country authorities.
Arranges meetings with Senior Bank Management for visiting High Level Government officials and High- Level Representatives of the private sector
In cooperation with the other team assistant, edits and checks documents and statements written by the Executive Director, the AED and or the Executive Director’s staff.
Drafts letters and memoranda for final approval and signature by the Executive Director.
Maintains and updates contact lists, and the filing system.
Ensures an efficient back-up system is in place.
Provides support to all other members of the team.
Leave and Attendance Coordinator: keeps track of team’s leave requests submitted and leave taken; ensures that the team’s Annual Leave schedule is up-to-date and works efficiently.