Job: Executive Assistant

Location: Washington, DC
Closing Date: Saturday, 30 November 2013

Background / General description:

Established in 2002, the Global Partnership for Education ('Global Partnership' or GPE), formerly the Education for All Fast Track Initiative, has grown and evolved to become the premier partnership focused on basic education in developing countries. Its members include 59 of the world's poorest developing countries, over 30 bilateral, regional, and multilateral agencies; development banks; the private sector; civil society groups; and teachers organizations. The GPE Board of Directors, the Global Partnership's governing body, sets its policies and strategies and approves all funding.

The Global Partnership provides its developing country partners support to build and implement sound education plans. In this respect, GPE manages trust funds that have allocated approximately $ 3.1 billion since its inception. The Global Partnership aims to achieve Education for All by efficiently using international and national resources and matching donors' priorities with developing countries' own education goals and strategies.

The GPE Secretariat, which has approximately 60 staff, is hosted by the World Bank in Washington, DC. As a consequence of the Partnership taking a greater leadership role to achieve international development goals in education, the Secretariat is developing its capacity to support country level processes and meet expectations from GPE's stakeholders to demonstrate concrete results and outcomes as well as clear value for money.

This position reports to the CEO, but will also support two other staff in the front office.

Note: If the selected candidate is a current Bank Group staff member with a Regular or Open-Ended appointment, s/he will retain his/her Regular or Open-Ended appointment. All others will be offered a 2 year term appointment.

Duties and Accountabilities:

The Executive Assistant provides a full range of executive support functions, to include administrative management and coordination, quality assurance (i.e., documents, processes, etc.), liaison with external officials and contacts, and general research and reference work. While much of the EA's efforts will be directed towards the CEO, this role covers the entire Front Office which includes two other positions: a director of Special Projects and a Special Assistant to the CEO. Specific responsibilities include:

• Maintains executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.

• Includes effective prioritizing and resolving related conflicts and competing demands by collaborating with the Special Assistant.

• Keeps the CEO on schedule, letting her know when next appointments have arrived and are ready to start.

• Arranges corporate travel and meetings by developing itineraries and agendas; scheduling the corporate jet; booking other transportation; arranging lodging and meeting accommodations.

• Welcomes guests and by greeting them, in person or on the telephone; answering or directing inquiries and ensuring they are settled in.

• Undertakes representational duties on behalf of CEO, to include serving as first point of contact and liaison with partners, Board members, World Bank representatives, industry contacts, and other stakeholders.

• Maintains CEO's office supplies by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; ensuring the office is orderly.

• Ensures quality of documents requiring CEO's approval and/or signature.

• Keeps others informed by providing relevant information, reports or status updates.

• Drafts/finalizes correspondence on a range of topics on behalf of CEO and prepares minutes of meetings and sends out letters on CEO's behalf.

• Prints and prepares nightly briefing binder for CEO in coordination with other Front Office Staff.

• Arrange travel, handle expense reports and assist in scheduling for the Director of Special Projects and Special Assistant.

• Supports and works collaboratively with members of the immediate work team as well as with others in diverse work groups/teams/task forces

• Accountable for the smooth operation of the office support work and related systems within the front office by assuming primary responsibility for organizing and coordinating workflow.

• Coordinates and monitors multiple and diverse work processes and activities to ensure that management decisions are properly carried out and products are delivered in a timely manner.

• Contributes to team effort by accomplishing related results as needed and with a good attitude.

Selection Criteria:

Minimum Education/Experience:

High school diploma with 5 years of experience or equivalent combination of education and experience

Required 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.

Team Leadership (ACS) - Able to provide support to team members, giving instructions when necessary to improve work performance and promote collaboration within team. Able to organize and/or conduct training for team members on procedures, policies and work activities.

Client Orientation - Able to interact with clients with discretion and diplomacy. Demonstrates ability to resolve complex client related issues. Displays understanding of relevant internal and external factors and their impact to the client.

Drive for Results - Takes personal ownership and accountability to meet deadlines and achieve agreed-upon results, and has the personal organization to do so.

Teamwork (Collaboration) and Inclusion - Collaborates with other team members and contributes productively to the team's work and output, demonstrating respect for different points of view.

Knowledge, Learning and Communication - Able to communicate in a constructive and professional manner. Can assist in the preparation of written materials in accordance with WB administrative guidelines and best practices. Able to contribute to unit's knowledge sharing.

Business Judgment and Analytical Decision Making - Able to effectively and independently provide general research support. Demonstrates ability to assess situation, and make sound judgment on action needed.

Other Selection Criteria:

Prior experience providing direct support to an executive

Flexible in terms of schedule and tasks

Adaptable to changes in schedules and logistics

Professionalism, poise, and positive attitude with guests and co-workers

Calm under stress

Collaborates effectively with staff at all levels

The World Bank Group is committed to achieving diversity in terms of gender, nationality, culture and educational background. Individuals with disabilities are equally encouraged to apply. All applications will be treated in the strictest confidence.

More Info and Application