The (Senior) Administrative Assistant will provide administrative support to professional staff (incl. Head of Division) in the division with the objective of contributing to the efficiency and performance of the division's overall activities.
Reporting to the Head of Division, the (Senior) Administrative Assistant will work as part of a team consisting of economists and/or engineers, and in close co-operation with the other divisional and departmental assistants. Contacts with the other Divisions in MOBILITY and other Departments within PJ are required as well as interfacing with other Directorates.
Prepare standard correspondence; proof-read and edit texts in English and/or finalise reports, notes letters, contracts and other documents prepared by the team
Coordinate business trips and travel arrangements (including visa applications and making online bookings), check and submit travel expenses for team members
Organise meetings and prepare minutes if needed
Manage team members’ agendas
Ensure timely distribution of documents
Maintain internal databases and extract data
Assist contact persons in their project monitoring tasks, including preparation of standard monitoring letters, filing monitoring milestones and actions (project progress reports and completion reports) and procedural completion of procurement requirements for projects outside the EU
File notes, reports and documentation related to project data and sector studies; and archive as needed
Provide assistance in handling contracts with external consultants
Proactively participate and propose updates to procedural aspects for improving efficiency of tasks within the division and department by participating actively in the meetings of the assistants in the MOBILITY Department and contributing to horizontal work streams
Replace other assistants within the division and/or department, if necessary
Secondary level diploma, completed with a 2-year certification in a relevant field (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 the standard computer tools (Word, Excel, PowerPoint). Knowledge of Serapis and Business Objects would be an advantage.
Knowledge of EIB's objectives, policies and procedures 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.