Hybrid Senior Executive Assistant presso World Bank Group

Senior Executive Assistant

Description

East Asia and the Pacific (EAP) Region 

EAP is a large and diverse region, ranging from the Small Island States of the Pacific to Indonesia, The Philippines, and China. Despite substantial economic growth and poverty reduction, the EAP region faces significant development challenges. Growth and poverty reduction have been uneven across and within countries, institutional development needs strengthening, and countries are having to adapt to being affected by climate change. Fragmentation in international trade, and increasingly, population aging, are compounding the impact of the global economic slowdown. The World Bank Group is seen as a premier development institution in the Region, with a leadership role on analytical and advisory services as well as financing.

East Asia and the Pacific Region:  https://www.worldbank.org/en/region/ea/

Duties and Responsibilities

The incumbent will be a key member of the EAP VP Front Office (FO), with responsibility for assisting and supporting the Regional Vice President (RVP). The Senior Executive Assistant will report directly to the RVP. The role requires the ability to anticipate needs, a positive, can-do attitude, and the highest level of discretion. The selected candidate will provide coordination and support, working closely with the Special Assistant and other staff in the FO. Success factors for the position include: discretion and diplomacy, teamwork, ability to prioritize, organize, monitor; ability to plan ahead but also adjust as needed; oversee work program of the ACS team in the FO; sound judgment and excellent technology skills! In addition, the role involves providing leadership to the VPU’s ACS team; self-motivated, ability to operate in a fast-paced, high-energy environment.

Responsibilities: Specifically, the Sr. Executive Assistant responsibilities include but are not limited to the following:

• Provides all-encompassing administrative support to the RVP, working closely with the Special Assistant and other FO staff, to ensure efficient workflow and operation of the office;

• Manages the RVP's calendar, prioritizing effective time management; work with the Special Assistant ensuring the relevant briefing notes and background materials for meetings are included as background materials; 

• In conjunction with the Special Assistant to the RVP, ensures work priorities, procedures, and administrative systems for the EAPVP's office are followed

• Working closely with the Special Assistant, screens incoming correspondence and phone calls, with input from RVP or DSO, as appropriate, using judgment, tact, diplomacy and discretion in either answering or redirecting inquiries to appropriate sources and in dealing with highly sensitive and confidential matters or making independent decisions when multiple courses of actions are required;

• Serves as ACS-level contact and liaison for an extensive network, at the most senior levels (i.e., President, Executive Directors, Managing Directors, Ministers etc.);

• Ensures quality and timeliness of administrative information emanating from the front office; ensures adherence to timeline and quality and formatting guidelines for submitting documents to the President's office, MD offices, and to the Board (via SEC). Independently decides and follows through on appropriate dissemination of information to staff by sharing reports, status updates and other information as necessary.

• Undertakes ad-hoc duties as assigned by the RVP and the Special Assistant to ensure operation of all aspects of the EAPVP office. As the FO’s administrative point of contact for the Directors, stays on top of and maintains sufficient working knowledge of the tasks being performed in each unit with an ability to independently respond to inquiries and exercise critical thinking and decision-making skills to address clients within and outside the Bank.

• Represents EAP A2D colleagues in the A2D Council; provides leadership for EAP ACS staff; provides advice to EAPVP on A2D career development and learning. Administers and coordinates the ACS work arrangement in the Front Office, with fully functioning backups. Collaborates with the other Program Assistants, Country Program Assistants, and Executive Assistants throughout EAP to contribute to a friendly and supportive yet business-oriented work environment for ACS staff in EAP.

Selection Criteria

• Minimum requirements: Bachelor’s degree and 8 years of relevant experience or equivalent combination of education and experience.  

• Excellent interpersonal and intercultural communications skills; maturity and ability to interact responsively and thoughtfully with staff at all levels, with demonstrated good judgment and discretion.

• Experience in dealing with senior officials both within and outside the Bank, experience or exposure as a Senior Executive Assistant is advantageous.

• Proven track record and ability to ensure total discretion, confidentiality and strong personal ethics.

• Strong English language skills (verbal and written), including the ability to draft and edit a variety of correspondence and ensure quality of written outputs and clarity of message.

• Proven ability to promote and work in a team-focused environment and pitch in to fill gaps when needed.

• Proactivity, demonstrated sound judgment, and problem-solving skills in dealing with unexpected situations, often under pressure.

• A proven track record in areas such as judgment, reliability, resourcefulness and flexibility. Strategic and with good emotional intelligence. 

• Positive demeanor, self-starter and able to maintain composure under pressure.

• Strong organizational skills, attention to detail, and ability to multitask and judge priorities under tight timelines. 

• Ability to guide and advise more junior ACS staff.

• Substantial experience in the Bank and in-depth knowledge of World Bank processes, policies and procedures, particularly institution-wide quality assurance and decision-making functions.

• Excellent office technology skills, in particular: MS Word, Excel, PowerPoint, Outlook, LN, SAP, Internet Explorer.

• Willingness and flexibility to work overtime on short notice and as needed.

• Willingness to extend him/herself to meet deadlines.

WBG Culture Attributes:

1. Sense of Urgency – Anticipating and quickly reacting to the needs of internal and external stakeholders.
2. Thoughtful Risk Taking – Taking informed and thoughtful risks and making courageous decisions to push boundaries for greater impact.
3. Empowerment and Accountability – Engaging with others in an empowered and accountable manner for impactful results.

World Bank Group Core Competencies

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.

Learn more about working at the World Bank and IFC, including our values and inspiring stories.