Executive Assistant

  • Competitive
  • Luxembourg
  • Contract, Full time
  • European Investment Bank.
  • 12 Feb 18 2018-02-12

The Executive Assistant provides administrative assistance to the Head of Department; assists in the day-to-day coordination of the Department's workflow, ensures the quality of documents issued, of processes, etc. to support the Department's operations.

The EIB, the European Union's bank, is seeking to recruit for its General Secretariat (SG) –Communication Department (COM), at its headquarters in Luxembourg, an:
 

Executive Assistant

This is a full-time position

The term of this contract will be 4 years

The EIB offers fixed-term contracts of up to a maximum of 6 years, according to business needs,

with a possibility to convert to a permanent contract, subject to organisational requirements and individual performance.

 

Purpose

The Executive Assistant provides administrative assistance to the Head of Department; assists in the day-to-day coordination of the Department's workflow, ensures the quality of documents issued, of processes, etc. to support the Department's operations.

Operating network

Reports to the Head of Department and works in close cooperation with the Heads of Division and staff of the Department; interfaces with other departments in SG, other directorates and multiple external contacts

Accountabilities

  • Responsible for scheduling on behalf of the Department Head. Monitor follow-up systems of managerial decisions. Draft/finalise correspondence on request. Assist the Department Head in all administrative tasks: screen and distribute incoming documents and correspondence, prepare responses and/or ensure appropriate follow-up, distribute and circulate information within the Department in order to assist the Department Head in the performance of his duties and keep departmental staff informed
  • Organise internal and external contacts and follow-up and coordinate the maintenance of a contact address system accessible for the Director and for the Department
  • Follow up MC and Board agendas and related communication actions; prepare documents requiring Director's approval and/or signature; monitor that deadlines are met and internal procedures are followed, liaise with other internal services and MC members
  • Coordinate the secretariat team of the Department and maintain a good team spirit among Department support staff
  • Provide guidance to Department staff on administrative/operational procedures; identify improvements and developments of existing methods and processes; organise and update the Director's filing system, both electronic and paper
  • Support and monitor procurement process for external COM consultants

Qualifications

  • Secondary level education, complemented with a 2-year certification in a relevant field (e.g. secretarial studies, business administration) or secondary level education with equally qualified experience in a relevant field.
  • At least 5 years of relevant professional experience
  • In-depth knowledge and application of the Bank's administrative and operational policies and procedures, including those on privacy and confidentiality
  • Excellent knowledge of the Bank's standard computer tools, particularly Serapis, GED, Business Objects and MS Office Tools (Word, Excel, Powerpoint)
  • Excellent knowledge of written and spoken English and a good command of French (*). Knowledge of other EU languages would be an advantage

Competencies

  • Achievement Drive: continually keeps an eye on performance, focusing on improving it, showing drive and determination to meet short and long-term goals
  • Change Orientation: Adapts to differences and changes in the environment; takes a flexible approach to reach outcomes
  • Collaboration: Works cooperatively as part of a team; works collaboratively with peers across organisational boundaries based on a genuine interest in and an accurate understanding of others and their individual perspectives and concerns.
  • Organisational Commitment: Is willing to commit to an organisation whose mission is to support Europe and is open to diversity, and to align her/his own behaviour with the organisation’s needs and intrinsic values, acting  with integrity in ways that promote the organisation’s mission, policies and rules

 

(*) There may be certain flexibility on this requirement, but limited to particularly suitable candidates who may not yet be proficient in French. If selected, such candidates will be hired on the condition that they build up rapidly knowledge of French and accept that their future career in the EIB may be subject to the attainment of sufficient proficiency in both of the Bank's working languages.

 

We believe that Diversity is good for our people and our business. We promote and value diversity and inclusion among our staff and candidates; irrespective of their gender, age, nationality, race, culture, education and experience, religious beliefs, sexual orientation or disability.