Requisition ID 35484 Office Country Tรผrkiye Office City Istanbul Division Banking Countries of Operations Contract Type Regular Contract Length Posting End Date 25/03/2025
Purpose of the Job
We are seeking a highly organized and proactive Assistant to support Financial Institutions team led by one of EBRD Turkiyeโs four Deputies (based in Istanbul). The FI team delivers approximately 50% of EBRDโs investment in Turkiye, making this a dynamic and fast-paced environment. The Assistant will play a crucial role in ensuring smooth operations by managing schedules, coordinating internal and external engagements, and supporting business activities.
We are seeking a highly organized and proactive Assistant to support Financial Institutions team led by one of EBRD Turkiyeโs four Deputies (based in Istanbul). The FI team delivers approximately 50% of EBRDโs investment in Turkiye, making this a dynamic and fast-paced environment. The Assistant will play a crucial role in ensuring smooth operations by managing schedules, coordinating internal and external engagements, and supporting business activities.
Background
The Assistant provides comprehensive high quality secretarial support to the EBRDโs Financial Institution Turkiye team based in Istanbul, headed by the Deputy Head of Turkiye, FI.
Facts / Scale
Depending on office size and number of other secretaries, Assistant assists to at least 8 bankers and Deputy Head of Turkiye, FI.
- No Line Management Responsibility
- Interacts with:
- Bankers, internal departments
- Clients to coordinate meetings
- Service providers (courier companies, travel agencies, taxi companies),
- Please note this role has a 6 month probation period
Accountabilities and Responsibilities
Support to the Deputy Head of Turkiye:
- Manage and prioritize the Deputy Head of Tรผrkiye agenda, ensuring efficient scheduling of meetings, travel, and events.
- Handle email correspondence, draft communications, and prepare briefing notes as needed.
- Liaise with senior stakeholders, both internal and external, ensuring professional coordination of engagements.
FI Team Coordination and Administrative Support:
- Provide scheduling and coordination support to the FI team, including tracking key deadlines and priorities.
- Assist with logistics for team missions, business trips, conferences, and other meetings.
- Organize internal and external events, including venue booking, catering, and materials preparation.
- Maintain team calendars and coordinate cross-functional activities as required.
Meeting and Event Management:
- Schedule and coordinate internal and external meetings, ensuring appropriate preparations.
- Organize agendas, prepare documents, take minutes, and follow up on action points.
- Facilitate high-level engagements with banks, investors, government officials, and other key stakeholders.
Other Responsibilities:
- Screen telephone calls, taking messages and passing them on as appropriate, providing a professional front of house service.
- Distributions of mail, ensuring the correct correspondence gets to the correct EBRD staff member.
- Manage the diaries/agendas of the Bankers o assist with the smooth running of the office and key stakeholderโs schedules.
- Proof read and draft routine business correspondence for Bankerโs signature, editing, photocopying, scanning and binding documents;
- Organising conference calls, video conferences, external and internal meetings;
- Travel arrangements for various business trips, including visas arrangements and preparation of ECFs and following up reimbursement process
- Providing administrative support in project preparation/ due diligence/ monitoring: updating projects databases and filing project documents, preparation of contract request forms, communication with TC teams
- Maintaining the filing system to ensure instant retrieval of up-to-date information (up to date client contact lists, ProjectLink, etc)
- Updating DTM entries as per the OPSCOM minutes and memo;
- Assist in the organisation of workshops and seminars, preparing presentations for internal and external meetings;
- Organizing and managing logistics for various visiting missions in coordinating with other assistants where relevant;
- Ad-hoc other secretarial and administrative duties when required.
Knowledge, Skills, Experience and Qualifications
Academic Qualifications
- Higher education
- Fluent English and Turkish, with excellent written and oral communication skills
Experience/Knowledge
- Minimum 5 years of relevant experience in executive support, administrative coordination, or office management in a corporate or financial institution
- Good organisational skills, proactive and flexible attitude to work essential.
- Ability to prioritise own work and to work on own initiative.
- A proactive and solution-oriented approach, with the ability to anticipate challenges and provide effective resolutions
- Good communications skills, including pleasant and efficient telephone manner
- Attention to detail and eye for accuracy
- Ability to cope well under pressure
- Ability to build effective working relationships with clients and colleagues in a multicultural environment
- Conscientious, reliable and flexible with a professional and helpful attitude.
- Strong team player, with the ability to work highly efficiently and cheerfully and to handle simultaneous assignments involving a wide range of bank-wide contacts.
- Willing to work overtime as and when required, sometimes at short notice.
- Strong ability to manage multiple priorities, tight deadlines, and a fast-paced work environment. Ability to multi-task while remaining calm and professional and a capacity for hard work.
- Excellent interpersonal manner, including tact and diplomacy.
- Ability to exercise judgment on and deal discretely with confidential/sensitive information and data.
- Ability to take on responsibility.
- Excellent time-keeper.