Associate Corporate Secretariat Officer

European Investment Bank

Luxembourg, Luxembourg

The Shareholding Relationships division manages the Board and shareholders meetings and lead the preparation of all necessary agendas and documents required for these meetings, as well as their follow up activities.
As a Corporate Secretariat Officer you will play a role in corporate secretariat activities for the Board of Directors (BoD) and Board committees; thereby contributing to ensure that board members fulfil their fiduciary duties and that good corporate governance practices are maintained at the Board and/or Board Committee level.

Operating Network:
You will report to Head of the Board of Directors Secretariat Unit and cooperate closely with other teams across the Division, as well as across other business lines within the Bank. To be successful in this role you must act independently on routine issues, seeking guidance on sensitive and complex issues from more senior staff/supervisors.

  • You will be responsible to execute key Corporate Secretariat processes related to the preparation, minuting and follow-up of the meetings and procedures of the governing bodies in order to ensure an efficient and reliable secretariat support, respect of deadlines and compliance with rules, regulations and procedures. This includes:
  • Organise BoD meetings and Board committees according to the Rules of Procedure ensuring that all information and documents (e.g.   meetings organisation such as participants lists and proxies, agenda, written procedures,) are shared in a timely manner, handled, and processed with extreme care given their confidential nature.
  • Draft speaking notes, annotated agenda, briefings, and other documents to support EIB management for the BoD meetings.  
  • Attend BoD and Board committee meetings to take notes, draft minutes and follow up on their approval and external publication.
  • Comply with any filings as required resulting from decisions made at the meeting.
  • Contribute to the quarterly reporting activities for the units’ deliverables.
  • Propose improvements in Corporate Secretariat processes, procedures, IT systems, guidelines and working tools for own domain.
  • University degree (minimum an equivalent to a Bachelor) in a field related to Corporate Governance, Law, Business Administration, Finance, Risk Management or relevant areas.
  • At least 3 years relevant professional experience supporting governing bodies/management decision making in public/ international organisations, or private sector companies.
  • Good understanding of the EIB mission, objectives and business activities.
  • Understanding of the institutional and political framework in which the Bank operates.
  • Knowledge of the statutory texts, policies and procedures governing the EIB.
  • Good drafting skills.
  • Some knowledge in the domains of lending, finance, economics would be an advantage.
  • Sound knowledge of standard office 365 tools as well as of various software applications (such as WebEx, MS teams, SharePoint sites) that are or can be used by corporate secretaries.
  • Interest on IT matters and ability/motivation to engage into digitalisation for Board would be an advantage.
  • Excellent knowledge of written and spoken English and/or French (*); Knowledge of other EU languages would be an advantage.