Executive Assistant to the Vice President

2 days ago

Washington DC USA, United States The World Bank Group Full time

Job Summary

The World Bank Group is seeking a highly skilled and experienced Senior Executive Assistant to provide executive and administrative support to the Vice President. The successful candidate will be responsible for managing the Vice President's calendar, prioritizing tasks, and ensuring the smooth delivery of services.

Key Responsibilities

  • Provide executive assistance to the Vice President, including managing the calendar, prioritizing tasks, and resolving conflicts.
  • Support the Vice President and front office staff with logistical preparations, including Webex, video, and audio conferencing.
  • Prepare travel arrangements for the Vice President, including requests for quotations, travel requests, visa arrangements, and hotel bookings.
  • Ensure that work procedures and administrative systems for the HRVP office are followed.
  • Respond to diverse inquiries on routine and non-routine matters, including channeling requests to the appropriate staff for follow-up.
  • Serve as the first administrative point of contact and liaison with counterparts in Senior Management offices, Offices of Executive Directors, members of HR Leadership Team, and other key stakeholders.
  • Ensure quality and timeliness of administrative information emanating from the front office.
  • Update the WB and HR organizational charts and liaise with the ECR publishing team to get them posted on the intranet.
  • Use judgment, tact, diplomacy, and discretion in answering and/or redirecting inquiries to appropriate sources and in dealing with sensitive or highly confidential matters.
  • Ensure quality of documents requiring the VP's approval and/or signature.
  • Prepare delegation of authorities when the VP is away from office.
  • Support HRVP's office administrative and procurement needs, following the World Bank corporate administrative/procurement policies.
  • Collaborate and promote knowledge-sharing amongst ACS colleagues in the front office.
  • Undertake specific duties for the VPU, such as VPU Coordinator for the Above and Beyond Awards, LARS/TRS Coordinator.
  • Undertake other ad hoc duties that may be assigned to ensure the smooth operation of all aspects of HRDVP front office.

Requirements

  • High school diploma and a minimum of 10 years of relevant work experience or equivalent combination of education and experience.
  • Excellent organizational skills and demonstrated ability to prioritize work, and to consistently manage and deliver agreed work program through efficient and effective planning, delegation, oversight, and quality enhancement of office support services.
  • Demonstrated experience providing executive assistance to Managers in more than one unit would be a great advantage.
  • Experience working in a fast-paced environment and managing a diverse portfolio of activities and tasks.
  • Reliability, resourcefulness, and flexibility.
  • High team spirit and commitment to work in a team-oriented and multi-cultural environment.
  • Willingness to extend him/herself to meet deadlines and to learn.
  • Excellent interpersonal and inter-cultural communications skills; maturity and ability to interact with staff at all levels and to build strong working relationships with counterparts across the World Bank Group.
  • Able to mentor and guide junior staff.
  • Problem-solving skills, initiative, and ability to innovate and learn new ways of dealing with the unexpected.

What We Offer

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.

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