ET Temporary - Team Assistant

Description

IFC — a member of the World Bank Group — is the largest global development institution focused on the private sector in emerging markets. We work in more than 100 countries, using our capital, expertise, and influence to create markets and opportunities. Our mission is to leverage the power of the private sector to end extreme poverty and boost shared prosperity on a livable planet. For more information, please visit www.ifc.org.
The IFC Vienna team is looking for a highly organized, energetic and seasoned professional, capable of operating effectively and discreetly in a demanding fast-paced environment, to serve as an Extended-Term Temporary (ETT) - Team Assistant with a range of administrative and client services duties, including event management.

The appointment duration is for one year and the selected candidate will be based in Vienna, Austria.
Duties and accountabilities :

• Supporting the broader Vienna administrative team by flexibly providing a wide range of administrative support as needed, including:

o Arranging meetings and ensuring all logistics (hospitality, conference rooms, audiovisual, video conferences, visitor passes, etc.) are completed in a timely manner.
o Coordinating team schedules, taking priorities into account, monitoring changes, and communicating the information to appropriate staff, including officials or clients outside the World Bank Group.
o Providing support to the senior staff in their travel and logistical arrangements, i.e., hotel reservations, air ticket reservations, visa requests, as needed.
o Drafting and editing routine correspondence applying effective proofreading and grammar skills in English and with high quality and writing standards.
o Handling incoming and outgoing written & verbal communications with clients.
o Providing strong research support and using relevant IT software to retrieve, maintain and manipulate data.
o Maintaining accurate and efficient filing (paper and electronic).
o Occasionally serving as a back-up receptionist (interacting with visitors, referring routine inquiries, relaying messages and other core reception tasks).

• Helping to professionalize and standardize event management in the Vienna office, including:

o Standardization: help the front office team standardize guidelines and processes related to internal and external event management in the Vienna office. Draft templates and checklists for relevant event management procedures in the Vienna office.
o Event Coordination: Assist in planning, organizing, and executing a variety of events, including conferences, meetings, workshops, and social gatherings. Maintain a calendar of events for effective long-term planning & management.
o Vendor Management: Liaise with external vendors and service providers to secure contracts, negotiate terms, and ensure high-quality service standards.
o Logistics Support: Manage event logistics, including venue/room selection, catering, transportation, and accommodation arrangements.
o Budget Management: Assist in preparing and monitoring event budgets, ensuring cost-effectiveness and adherence to financial guidelines.
o Marketing and Communication: Support the development of event marketing materials, promotional campaigns, and communication strategies.
o On-Site Management: Provide on-site support during events, overseeing setup, registration, attendee management, and troubleshooting any issues that arise.
o Post-Event Evaluation: Conduct post-event evaluations to gather feedback, assess event success, and identify areas for improvement.
o Administrative Tasks: Perform various administrative duties to support teams planning events at the Vienna office, including scheduling meetings, maintaining databases, and preparing reports.
o Serving as a focal point for and collaborating effectively with other Team & Program assistants, finance and communications teams, Regional Head of Operations, Knowledge Management & Learning, etc on matters related to events in IFC Vienna hub.

Selection Criteria

• Bachelor's degree in event management, business administration, hospitality or a related fields preferred, with at least 2-3 years of experience in an international/multinational organization, or an equivalent combination of education and experience;
• Excellent office support and organizational skills, including being proactive and demonstrating the ability to prioritize and deliver assignments in a timely manner, often under severe time pressure
• Proven experience in event planning and coordination, preferably in a corporate or professional setting.
• Strong organizational and time-management skills with the ability to handle multiple tasks simultaneously.
• Superior interpersonal and diplomacy skills including demonstrated ability to work in a team-oriented and multi-cultural environment; demonstrated ability to handle sensitive and confidential information with due discretion; ability to deal tactfully and discretely with high-level Bank and government officials.
• Proficient in Microsoft Office Suite and event management software.
• Excellent command of written and spoken English including ability independently draft a variety of formal and informal correspondence; to proofread/edit materials. Proficiency in German is an advantage.
• Ability to work flexible hours as required by event schedules.

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.