Senior Executive Assistant
| Job #: | req36493 |
| 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 and knowledge of Italian is desirable and will be a plus. |
| Preferred Language(s): | English and Italian |
| Closing Date: | 5/13/2026 (MM/DD/YYYY) at 11:59pm UTC |
Description
Do you want to build a career that is truly worthwhile? The World Bank Group is one of the largest sources of funding and knowledge for developing countries; a unique global partnership of five institutions dedicated to ending extreme poverty and promoting shared prosperity. With 189 member countries and more than 120 offices worldwide, we work with public and private sector partners, investing in groundbreaking projects and using data, research, and technology to develop solutions to the most urgent global challenges. For more information, visit http://www.worldbank.org/ The 25 Executive Directors of the WBG Board, assisted by their Alternates, Senior Advisors, Advisors and Administrative staff represent the interests of the 189-member countries who nominated or elected them. They also ensure the oversight of the general operations of the Bank Group and the group’s results on the ground. The institutions under their purview are: The International Bank for Reconstruction and Development (IBRD), the International Development Association (IDA), which together form the World Bank; the International Finance Corporation (IFC); the Multilateral Investment Guarantee Agency (MIGA); and the International Centre for Settlement of Investment Disputes (ICSID). The World Bank Group is one of the world's largest sources of funding and knowledge for developing countries. The Board, working closely with Management, approves several policies, financial commitments and knowledge products that ensure the best global expertise and help generate cutting-edge results for its clients in developing countries.The Office of the Executive Director for Albania, Greece, Italy, Malta, Portugal, San Marino, Timor-Leste (EDS21) is seeking a highly capable and motivated Senior Executive Assistant to work in a highly demanding and fast-paced environment. The Senior Executive Assistant provides support to the Executive Director and has responsibility for the overall office organization, schedule management, and general office support for all staff members in the ED’s office.The Executive Director's Office deals with all aspects of the Bank's work, interacts with Senior Bank Management and with other departments in the Bank, IFC, MIGA, as well as ministries, governments, embassies and high-level officials, representatives from the private sector, non-governmental organizations, academia, and others from the represented countries. The successful candidate will be expected to interact with other departments in the Bank, relevant ministries and agencies, the embassy as well as with World Bank Group management and staff. In addition to the Executive Director, the office consists of an Alternate Executive Director, Senior Advisors, Advisors, and one other administrative staff. The successful candidate will be a member of a two-person team supporting the Executive Director (ED), Alternate ED, Senior Advisors, and Advisors.The successful candidate will report to the Executive Director.Note:Administrative support staff hired into the Executive Directors’ offices will be offered an initial 2-year Term appointment. Staff on open-ended appointments who are selected into the EDs’ offices are strongly advised to obtain a re-entry guarantee from their releasing units to be able to return to open-ended status. An open-ended staff who does not have a re-entry to his/her releasing unit acknowledges that by applying to this position, s/he is entering a Term position, if selected, and will not be able to maintain his/her open-ended status. Executive Directors must conduct an annual overall performance review for their administrative support staff consistent with WBG annual performance review processes. If an already open-ended candidate in an ED office gets selected, s/he will retain his/her open-ended status based on already meeting the eligibility and prior conversion decision per the ED ACS conversion policy. Such candidate may be subject to rotation as required by Corporate Secretary.Roles and Responsibilities:• Provides a full range of executive assistance to the Executive Director and works seamlessly as a team with another Program Assistant.• Serves as the main point of contact for the Executive Director for internal and external clients.• Ensures the highest level of discretion, judgment, and diplomacy in providing a wide range of executive assistant support; sets priorities; manages the workflow in an efficient and organized manner.• Prepares, processes, and handles information of a sensitive and confidential nature.• Adapt and quickly respond to the need of the Executive Directors, and of internal and external stakeholders.• Undertakes and effectively organizes all events related to the work of the Executive Director (e.g., working lunches and dinners; office and networking events; cultural events; receptions, etc.).• Ensures efficient functioning of the Executive Director's Office. • Gives independent follow-up on extensive and diverse inquiries and can make appropriate and timely decisions.• Organizes operational travel itineraries for the Executive Director and the other team members and processes the trip reports and representational expenses through SAP.• Prepares the program of meetings for the Executive Director and High-Level Government officials at Ministerial Level during the Spring Meetings and Annual Meetings of the World Bank Group and the International Monetary Fund.• Maintains direct relationships or liaises with the constituent members, particularly during the Spring and Annual Meetings.• Organizes and coordinates activities in preparation of the Constituency Meeting and the Constituency Reception, including side events, as required.• Accompanies the Executive Director to the Annual Meetings when held in member countries (once every three years); gives administrative and logistical support to the Executive Director and the delegations of the participating constituency countries.• Provides general research support utilizing relevant computer software to develop, retrieve, maintain and manipulate data as needed, particularly Board-related work.• Keeps being informed on new technology as introduced by the World Bank Group; and makes sure all staff in the EDs office are informed and, if necessary trained, in using new tools; attends learning sessions when necessary.• Takes care of the proper dissemination of documentation and relevant information to the Constituency Governors/Alternate Governors and respective constituency country authorities.• Arranges meetings with Senior Bank Management for visiting High Level Government officials and High- Level Representatives of the private sector• In cooperation with the other team assistant, edits and checks documents and statements written by the Executive Director, the AED and or the Executive Director’s staff.• Drafts letters and memoranda for final approval and signature by the Executive Director.• Maintains and updates contact lists, and the filing system.• Ensures an efficient back-up system is in place.• Provides support to all other members of the team.• Leave and Attendance Coordinator: keeps track of team’s leave requests submitted and leave taken; ensures that the team’s Annual Leave schedule is up-to-date and works efficiently.
Selection Criteria
Attention: “Preference will be given to local talent, that is, applicants that are authorized to work in the duty station for any employer. Internal applicants may apply per existing guidelines.”Minimum Education/Experience:• Must have a high school diploma (Bachelor’s degree preferred) and at least 10 years of relevant experience.• Excellent command of written and spoken English, including ability to independently draft a variety of formal and informal correspondence; proofreading/editing materials using proper grammar, punctuation, and style.• Knowledge of Italian is desirable and will be a plus.• Familiarity with the constituency countries is desirable.• Ability to work with a high level of discretion in providing wide-ranging executive assistance to the Executive Director.• Extensive and diverse experience within the World Bank Group or similar large organization, with an in-depth knowledge of the full range of Bank Group or large institution processes, technologies, policies and procedures, particularly regarding institution-wide decision-making functions. Ensures adherence to relevant guidelines and overall quality of inputs.• High degree of judgment, tact, integrity and diplomacy, substantial expertise in dealing with confidential data and frequent sensitive and confidential information within the World Bank Group and the international community.• Effective analytical, research, and problem-solving skills.• Demonstrated ability to function under time pressure and to handle multiple tasks in a fast-paced environment of changing priorities.• Excellent interpersonal skills, flexibility and ability to work in a team-oriented multi-cultural environment.• Proactive attitude/outstanding interpersonal skills and ability to work with staff at all levels (inside and outside the World Bank Group), with demonstrated ability to respond and deal effectively with diverse situations using good judgment, tact and diplomacy.• Adaptability, resourcefulness, and initiative.Required Competencies:• Technology and systems knowledge - Has advanced proficiency of latest technology relevant to assigned responsibilities. Demonstrates initiative in learning and/or supporting implementation of emerging technology and systems relevant to effective work of the unit.• Project and task management - Able to organize, coordinate, monitor and implement tasks and projects. Demonstrates ownership and accountability for results. Demonstrates innovation and creativity in promoting effectiveness.• Institutional policies, processes, and procedures - Demonstrates in-depth and up-to-date knowledge of administrative and policy guidelines, practices, products, and services in area of assigned functional responsibility; can guide others in complex situations.• Versatility and adaptability - Able to anticipate, facilitate and catalyze change in the business environment and accurately assess the need for new skills and knowledge. Demonstrates continued learning attitude, supporting others in their learning and change management efforts.• Team Leadership (Administrative Staff) - Provides direction to the team, making changes to processes as needed to support progress. Encourages others to grow by providing guidance, stretch assignments, & learning opportunities. Plays an active role in the unit-wide leadership teams.• Office Administration - Able to take responsibility for all aspects of planning, organization, coordination, and improvement of the unit's administrative work distribution in support of the implementation of the units work program. Other Selection Criteria:• Demonstrated ability to work independently with high level of discretion and attention to detail.• Ability to lead, supervise and coach other A2D staff and address motivation, training, and development issues relevant to the staff.
WBG Culture Attributes:
1. Sense of urgency: Anticipate and quickly respond to the needs of internal and external stakeholders.
2. Thoughtful risk-taking: Challenge the status quo and push boundaries to achieve greater impact.
3. Empowerment and accountability: Empower yourself and others to act and hold each other accountable for results.
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.
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, race, ethnicity, sexual orientation, or disability.
Learn more about working at the World Bank and IFC including our values and inspiring stories.
