E T Temporary - Senior Executive Assistant

CGAP; Washington (District of Columbia); On-site; USD 90,000 - 130,000; Full time

Job summary

The Senior Executive Assistant (ET4) at the World Bank's Global Corporate Solutions group will provide high-level administrative support to the Senior Manager, GCSCR, and collaborate with the GCSCR Advisor to ensure smooth operation of executive activities in Washington, DC.

The role requires exceptional organization, discretion, and the ability to manage multiple priorities in a fast-paced, multi-country environment, with a focus on document quality, meeting coordination, and confidential

Job description

At the World Bank, a member of the World Bank Group (WBG), you’ll join a diverse, global community working across cultures, disciplines, and borders to address the world’s most pressing development challenges. With 1.2 billion young people reaching working age in the decade ahead, the challenge of job creation has never been greater. Through partnerships across 145 countries and more than 182 offices worldwide, we work with governments, private sector, development partners and other stakeholders to invest in people, strengthen markets, and deliver scalable, data-driven solutions that generate more and better jobs and improve lives. For more information, visit https:// www.worldbank.org/en/who-we-are/ibrd Global Corporate Solutions and Corporate Real Estate Reporting directly to the Managing Director and Chief Administration Officer (MDCAO), Global Corporate Solutions (GCS) brings together the functions of Corporate Security, Corporate Real Estate, and Corporate Services (such as food services, printing, travel, conferences, and translation and interpretation). GCS’s Corporate Real Estate (GCSCR) division plays a crucial role in supporting WBG legal entities (IBRD, IDA, MIGA, and IC… GCSCR is comprised of approximately 100 staff, leverages over 500 contractors, and manages an annual facilities capital investment plan of about $155 million globally. GCSCR works closely with the Regions on the Bank’s more than 190 locations.

Job Description

The Senior Executive Assistant (ET4) will be a key member of the GCSCR Front Office, providing high-level administrative support to the GCSCR Senior Manager and other managers in close coordination with the GCSCR Advisor. The role will help ensure the efficient operation and coordination of executive activities. This role requires exceptional organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced environment. The position is based in Washington DC and will report to the Senior Manager, GCSCR.

Duties and responsibilities

Executive Support

• Provides the full range of support functions to the Senior Manager, GCSCR, including administrative management and coordination and liaising with internal and external contacts as necessary.
• Prepare and edit correspondence, communications, format presentations, and other documents.
• Ensures as necessary the quality of documents requiring the Senior Manager’s review, approval, and/or signature.

Communication Management

• Serve as the primary point of contact for communications related to executive activities.
• Draft and manage responses to stakeholders with professionalism.
• Provides support to the Senior Manager in the context of the WBG Real Estate Governance Framework, in coordination with the GCS Director’s front office.
• Manage sensitive and confidential information with discretion and integrity.
• Ensure security and confidentiality of executive documents and communications.

Organizational and Administrative Tasks

• Organize and prioritize tasks to support executive schedules and workflows.
• Coordinate logistics for meetings, conferences, and events, including preparing agendas and materials.
• Schedule meetings and conference calls (audio, video, webex), including informing participants, handling logistics (such as conference room reservations, catering arrangements), dealing with scheduling conflicts, and soliciting, preparing, and circulating meeting documents.
• Process eServices requests and other transactions, such as ordering office supplies, submitting Facilities Helpdesk requests, renewal of computer aided drafting program, subscription orders, association and membership requests and reimbursement requests.
• Support with administrative and logistical support during missions, conferences and trainings.
• Maintain e-mail distribution list and phone address lists of project and product contacts and distributes to the team as and when needed.
• Assist with updating systems and processes and keeping the information up to date.
• Assists in the preparation of presentation materials, documents, meeting minutes, and any other official documents related to the work of the Senior Manager and ensures these are properly filed (either in paper or electronic format) for easy accessibility and future reference.
• Provides support to systems and process improvement initiatives and requested by Senior Manager, GCSCR.

Project Coordination

• Assist in the coordination and execution of special projects and initiatives as directed by GCSCR.
• Monitor progress and provide updates on project status.
• Independently responds to diverse inquiries and make decisions when multiple courses of action are possible.
• Performs ad-hoc tasks as may be requested by the Senior Manager, Managers of HQ International Real Estate, Governance and CoE.
• Organizes and coordinates inputs for cross-unit initiatives and internal division projects with inputs from HQ and IR including CR websites.