Job Summary

The Administrative Assistant will perform, coordinate and oversee administrative duties while providing an extensive level of support to the Executive(s) and department personnel, to enable the Executive(s) to work more efficiently and effectively towards reaching the Group’s goals. The role will be a shared resource with a matrix reporting line, serving multiple Executive offices.

Responsibilities

The Administrative Assistant is responsible for, but not limited to the following functions:

• Assist the Executive, with daily administrative duties and complete a broad variety of administrative tasks including managing an active calendar of appointments; completing expense reports; composing and preparing correspondence; arranging complex and detailed travel plans, itineraries and agendas and compiling documents for meetings.
• Balance conflicting priorities in order to manage work flow, ensure completion of essential projects and meet critical deadlines.
• Communicate directly and on behalf of the Executive with departmental staff and externally on matters related to Bank / departmental initiatives.
• Support the day-to-day workflow, prioritizing various assignments and preparing briefing materials.
• Prepare travel documentation (visas, tickets, and delegate’s pack) to ensure the Executive’s travel logistics are properly handled.
• Draft correspondences, schedule appointments, organize internal and external meetings, prepare meeting minutes, and follow up on assigned action items.
• Prepare timely and accurate internal reports including the expense report for the department to track budget utilization.
• Develop and maintain an accurate documentation and filling system (physical & electronic) to facilitate easy access and retrieval.
• Compile departmental input into the Annual Report and Board Papers, as relevant, for review and submission to management.
• Perform any other duties that may be assigned.

Qualifications and Competences

• A minimum of bachelor’s degree in business administration, or related discipline with a professional diploma in secretarial sciences / office management as added advantage.
• A minimum of 8 – 10 years of relevant professional experience in a regional / international corporate, banking or DFI environment.
• Adept in office systems software and equipment with strong information technology skills and excellent IT skills in MS 365 (Outlook, Word, Excel and PowerPoint) and SAP ERP.
• Proven organization and time management skills to complete a high volume of varied responsibilities in a fast-paced setting with excellent attention to detail.
• Superb oral and written communication skills with a concise, clear and compelling style.
• Ability to work effectively without constant and direct supervision or guidance.
• Resourceful, strategic problem-solving ability with a positive ‘can do’ attitude.
• Exhibit sound judgement and ability to make reasonable decisions in the absence of direction.
• Ability to work under pressure.
• Team player and ability to juggle with multiple, changing priorities.
• Strong organizational and planning skills, tact and discretion.
• Fluency in English is a requirement. Knowledge of another official language of TDB Group’s member states is desirable.