Senior Executive Assistant, Washington, United States

 The World Bank

Senior Executive Assistant

Job #: req12727

Organization: World Bank

Sector: Administration/Office Support

Grade: GD

Term Duration: 2 years 0 months

Recruitment Type: Local Recruitment

Location: Washington, DC,United States

Required Language(s): English

Preferred Language(s): Closing Date: 8/24/2021 (MM/DD/YYYY) at 11:59pm UTC

Description

• Are you a passionate advocate for education? Do you want to make a difference in the lives of children in the world’s poorest countries? The Global Partnership for Education Secretariat (GPE) would like to hear from you.
• Who we are GPE is a shared commitment to ending the world’s learning crisis. It is the only global partnership and fund dedicated entirely to helping children in lower-income countries get a quality education, so they can unlock their potential and contribute to building a better world. With nearly 20 years’ experience helping partner countries to get more girls and boys in school and learning, we convene teachers, civil society, donors, United Nations agencies, development banks, businesses and philanthropists behind partner country leadership to finance and support solutions so that no child is left behind.
• What we do GPE convenes partners and mobilizes funds to help governments in 76 lower-income countries build and finance strong and sustainable education systems that deliver quality learning to more girls and boys, especially those who are marginalized by poverty, gender, disability, or displacement. GPE focuses on driving transformation at scale to get the most vulnerable girls and boys in school, improve teaching and learning, and build resilient education systems capable of withstanding shocks and adapting to new challenges. GPE’s approach achieves lasting impact by convening partners behind country leadership. We support government efforts to advance teaching and learning for the 21st century, mobilize more and better financing, and scale up proven solutions for the world’s poorest and hardest-to-reach girls and boys.
• GPE recently approved a new strategy and operating model, GPE 2025, which is grounded in a “system transformation” approach and seeks to support and sustain education reforms with the potential for impact at scale. Within this framework, it was agreed to work with developing country partners to catalyze progress in four system transformation enabling factors: Equity, efficiency, and the volume of domestic financing of education; Gender-responsive sector planning, policy, and monitoring; Use of data and evidence; and Sector coordination.
• Raise Your Hand GPE is currently calling on world leaders to “Raise Your Hand” and pledge at least US$5 billion to help GPE transform education in up to 87 countries, which are home to more than 1 billion children. Over the next five years, this funding will help ensure that 175 million children can learn and enrol 88 million more children in school. In the longer term, this investment could add $164 billion to economies in the developing world, lift 18 million people out of poverty, and protect two million girls from early marriage.

Location

With over 100 staff, the GPE secretariat is hosted by the World Bank and has headquarters in Washington D.C and Paris plus an office in Brussels.

Duties and Accountabilities The selected candidate will support the CEO and report directly to the Chief of Staff but will work closely with members across the Executive Office (EXO), as well as the Secretariat.

Specific responsibilities include:

• Provide with the highest level of discretion and diplomacy, a wide range of executive assistance and administrative support to the CEO in managing key relationships with high-level stakeholders.
• Maintain CEO’s day to today calendar; schedule meetings/appointments and ensure effective time management and smooth operation (including informing participants; logistics such as conference room reservations, catering arrangements, dealing with scheduling conflicts; soliciting the preparation of meeting documents, etc.).
• Manage CEO’s schedule and prioritize workflow; reminding the CEO of upcoming meetings and resolve related conflicts and competing demands with EXO colleagues.
• Support CEO’s external engagements – contribute to the forward planning process, scheduling and coordinating across teams to ensure the briefing material is received and briefing meetings scheduled as needed.
• Plan and coordinate CEO’s travel and related logistics, including flight reservations, hotel bookings, visa requests, and submission of travel expenses.
• Serve as a resource person to staff and consultants on policies and procedures related to the CEO external engagements and daily schedule.
• Support the organization and scheduling of all staff meetings every other week.
• Support the organization of high-level meetings requiring interpretation, relationship holder for videoconferencing, virtual meeting platforms and interpretation services.
• Provide assistance at various levels in organizing meetings, conferences, workshops, events and other related activities including handling administrative and logistic arrangements, assembling meeting materials, sending out invitations, and follow-up.
• Manage the team calendar, including the scheduling and agendas for team meetings and whiteboard sessions to discuss the CEO’s external engagements and priorities.
• Represent the team on cross-teams to support corporate priorities (i-e back to office team; …)
• Act as an administrator of client relationship management (CRM) system for the team.
• Serve as a back-up to other colleagues in EXO, including providing support during absences and/or heavy work periods.

Selection Criteria

• High school diploma (Bachelor’s degree is strongly preferred) with 7 years of experience or equivalent combination of education and experience working in a similar fast-paced high-level environment in a front or executive office.
• Highly resourceful and organized; able to work independently with a high level of discretion; has the good judgment, tact and diplomacy to respond effectively in diverse situations; can manage confidentiality and interaction with high level stakeholders.
• Positive work attitude and teamwork, willing to help colleagues even outside of prescribed responsibilities.
• Strong communication (written and spoken), interpersonal, organizational, administrative and time management skills.
• Remains calm and composed under stress.
• Ability to multi-task and willingness to learn new skills.
• Advanced level of skill using MS Office software (Word, Excel, and Powerpoint).
• Knowledge and experience with the Global Partnership for Education will be considered an asset.

Competencies

• Technology and systems knowledge – Exhibits excellent knowledge of Microsoft Office applications and proficiency of technology or/and systems relevant to functional area. Able to coach less experienced staff on relevant technology and systems.
• Project and task management – Able to undertake diverse and complex assignments with minimal supervision and resolve competing demands. Demonstrates good organizational skills, can plan and prioritize own work and work of internal clients (e.g. manage manager’s calendar).
• Institutional policies, processes, and procedures – Demonstrates relevant functional knowledge and understanding of institutional priorities, policies, operational and administrative procedures, and people. Able to practically apply and guide others in policy application.
• Versatility and adaptability – Demonstrates initiative and motivation to proactively learn new developments in relevant policies, procedures and technology. Is able proactively identify, prevent and/or solve problems. Able to participate in change activities and initiatives.
• Lead and Innovate – Suggests improvements to solve problems.
• Deliver Results for Clients – Takes personal responsibility to make things better for the client.
• Collaborate Within Teams and Across Boundaries – Initiates collaboration beyond the team.
• Create, Apply and Share Knowledge – Proactively and regularly shares knowledge.
• Make Smart Decisions – Identifies information needed to support decisions.

Benefits

Staff appointments include, but are not limited to, medical benefits, including dental and vision, Staff Retirement Plan, financial assistance program, life & disability insurance, comprehensive leave policy (minimum 26 days/annum) and parental leave policy (50-100 days).

Poverty has no borders. Neither does excellence. This is why we continually search for qualified individuals with a diverse set of backgrounds from around the globe. 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, creed, race, color, ethnicity, sexual orientation or disability.

Individuals with disabilities may be provided reasonable accommodations to perform essential functions of the role and support in receiving other workplace accommodations. Please contact the DAF-Disability Accommodation Fund at disabilityfund@worldbank.org for further information and support.

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.

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