As (Senior) Administrative Assistant you will provide a wide range of secretarial and administrative assistance to the head of division, support the day-to-day work of the division and closely assist division’s team members.
Operating Network:
The successful candidate will report to the Head of Division and work in close cooperation with the officers and assistants of the Department. The post requires discretion, flexibility, rigor, attention to details, the ability to prioritise and to handle several tasks simultaneously.
Accountabilities:
Support the Head of Division in the day-to-day administration of the relevant processes and procedures to facilitate the well-functioning of the Division,
Provide administrative and secretarial assistance in the preparation of notes, briefings, presentations, and other relevant documents in accordance with the standard for the different types of documents,
Manage the process of distribution of Management Committee and Board of Directors Notes and follow the different deadlines with the authors of the notes, as well as provide assistance to the delivery of SG opinions,
Coordinate the team’s calendar of events, participation in Management Committee and Board of Directors meetings, take notes in division meetings, collect division input for internal meetings,
Follow-up of key deadlines for the Division’s activities, including notes, briefings, and reporting of the division,
Manage updating of databases, relevant intranet pages, plan and maintain the electronic archives,
Assist in the preparation and planning for various events (e.g., organizing meetings, presentations, seminars, conferences, travel),
Prepare/finalize letters and other documents and organize appropriate approvals and signatures,
Contribute to a good working atmosphere within the division and the Department to facilitate the timely implementation of tasks, smooth flow of information and achievement of objectives,
Take care of newcomers’ integration for any aspect related to IT equipment and accesses, logistics, etc. Provide guidance to newcomers about EIB procedures and IT tools,
Act as mutual back-up with the other divisional assistants, also coordinating respective absences where necessary,
Ensure good team spirit within the team,
Handle other administrative tasks and replace colleagues in case of absence.
Qualifications:
Secondary level diploma, complemented with a 2-year certification in a relevant field (e.g., secretarial studies, business administration) or secondary level diploma with equally qualified experience in a relevant field.
At least 3 years of relevant professional experience.
Good knowledge of standard office tools (Word, Excel, PowerPoint, GED, Notes); proof-reading and presentation’s skills would be an advantage.
Excellent knowledge of English and/or French , with a good command of the other. Knowledge of other EU languages would be an advantage.
