(senior) executive assistant

Description du poste

The EIB, the European Union's bank, is seeking to recruit for its Finance Directorate (FI) – Treasury Division (TRES) at its headquarters in Luxembourg, a (Senior) Executive Assistant. This is a full time position at grade 2/3.The term of this contract will be 4 years.Panel interviews are anticipated for beginning/mid March.  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.PurposeYou will provide administrative assistance to the Head of Department and assist in the day-to-day coordination of the department’s workflow; ensure the quality of documents issued and processes followed.Operating NetworkYou will report directly to the Head of Department and work in close cooperation with the Heads of Division and their assistants. You will ensure coordination between the Head of Department and the Dealing room.AccountabilitiesSupport the implementation of plans and initiatives in own domain and make suggestions to improve working tools: Coordinate the implementation of the Divisions’ work programme within the Department Suggest ways to enhance work organisation and effectiveness. Update, produce procedures linked to administrative processes. Provide comprehensive administrative and executive assistance to the Department Head and ensure the smooth running of his office, coordinating and supervising actions of the departmental assistants. Assist the Department Head in all administrative tasks, facilitating the smooth coordination of the department activities with particular attention to confidentiality Autonomously and efficiently manage the agenda of the Department Head in order to avoid overlaps Handle all incoming correspondence and emails for the Director; ensure appropriate follow-up, distribution and deadlines within the Department ensuring that departmental staff is informed in a timely manner Provide guidance to departmental staff on administrative procedures; offer problem solving assistance, identifying improvements and developments of existing methods and processes Coordinate, in collaboration with Heads of Division, on a range of confidential personnel issues, including internal / external recruitment Monitor training, IT and budget issues relative to the department Compile briefing files for meetings (for missions, high level meetings, internal committees, external meetings) Organise missions and conferences Regular contact with the Director General’s executive assistant Responsible for organising department meetings, taking notes and minutes and timely dispatch Contribute to the Treasury reports by coordinating timelines and proof reading Follow-up on weekly Management Committee (MC), monthly meetings such as the Board (CA) and Audit Committee (AC) agendas; prepare documents requiring the Director's approval and/or signature; monitor that deadlines are met and internal procedures are followed; liaise with other FI departments and other directoratesQualifications 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 of Microsoft Office (Word, Excel, PowerPoint) as well as the Bank's standard computer tools, exposure to electronic document management system and PeopleSoft would be an asset Excellent knowledge of written and spoken English and French. Additional European language skills would be an advantage.CompetenciesFind out more about EIB core competencies hereWe 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 (*).By applying for this position you acknowledge the importance of maintaining the security and integrity of the Information of the EIB Group. In case of selection for the position you agree to comply with all measures (policies, controls, document classification and management) implemented by the EIB Group to prevent unauthorized disclosure of any information or any damage to the EIB Group reputation.Deadline for applications: 1st February 2021 (*).  We particularly welcome applications from men and persons with disabilities.#LI-DNP

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