The EIB, the European Union's bank is seeking to recruit for its Finance Directorate (FI) - Planning and Settlement of Operations Department (PRO) at its headquarters in Luxembourg, a (Senior) Executive Administrator. This is a full time position at grade 2/3.
The term of this contract will be for 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.
Panel interviews are anticipated for March 2020
Purpose
As (Senior) Executive Administrator (internally referred to as (Senior) Executive Assistant) you will provide executive assistance to the FIPRO Director and assist in the day-to-day coordination of the department's workflow in order to support achievement of the director's duties and objectives.
Operating Network
You will work under the supervision of the Head of Department but you will operate with a great deal of autonomy on both semi-routine and more complex issues, showing initiative and independent judgment as required. You will also coordinate the workflow within the secretariat.
Accountabilities
- Manage the director's diary and workflow in order to make the work of the department more efficient and optimise time allocation; coordinate arrangements for appointments and resolve conflicting demands.
- Draft/finalise/edit correspondence on various topics on behalf of the director, attend meetings and draft minutes.
- Ensure maintenance of current distribution lists for the divisions and/or the Department, distribute documents for the teams.
- Supervise the accurate preparation, finalisation and distribution of letters, notes, reports, graphs and presentations.
- Organise and/or coordinate meetings and business trips/missions, including travel arrangements, administrative preparation and follow-up as well as preparation of required documentation and background information
- Ensure accuracy of all documents produced within the department in terms of language (both English and French), grammar and content applying effective proofreading.
- Supervise effective and accurate filing and data management of all electronic and hard copy files, documents, data and other information for own organisational unit.
- Assist the Director in the day to day monitoring of the department's activity as well as sensitive and confidential topics (e.g. department's administrative and training budgets follow up; preparation and compilation of statistics; support on staff-related issues such as recruitments and internal transfers).
- Act as interface between the Director and the staff as well as other EIB's parties and/or outside representatives, so as to ensure effective two-way communication of relevant information.
- Build and maintain effective relationships internally and externally to ensure a good reputation of the department at all times and supervise effective completion of the above activities and processes.
- Supervise a team of 3 part-time secretaries, defining their priorities and providing guidance in the execution of their tasks.
- Coordinate back up of Administrative Assistants during their absence to guarantee continuous business support.
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' experience in an administrative support role, including some experience as a personal assistant position, preferably in a financial institution
- Very good knowledge and experience in the use of software applications/databases and reporting tools used in a specific area
- Fluent in English and French (*) and preferably intermediate in another relevant European language.
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 are an equal opportunity employer, who believes that diversity is good for our people and our business. As such, we promote the inclusion of suitably qualified and experienced staff without regard to their gender, age, racial or ethnic origin, religion or beliefs, sexual orientation/identity, or disability (*).
Deadline for applications: 10 th February 2020
(*). We particularly welcome applications from men and persons with disabilities.
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