• Function title: Executive Assistant & Team Co-ordinator
• Reference: NOC-MA-2024-AST/877
• Location: Maastricht
• The selected candidate must reside either at this location or within a reasonable proximity that allows for the satisfactory execution of their duties – Information about living in Maastricht
• Nature of competition: Internal and external competition
• Applicable regulations: General conditions of employment governing servants at the EUROCONTROL Maastricht Centre
• Type of post: Assistant
• Job level: AST4-AST6 – Check salary simulations for the basic grade
• Generic job title: Specialised Technical/Administrative Assistant
• Number of posts: 1
• Duration of appointment: 5 Year(s) – extension or conversion of the contract is possible – see “Useful information” section
• Security clearance: Security vetting may be required in accordance with the relevant EUROCONTROL security provisions
• Directorate/Service: MUAC/DIR/COS/EXS
• Working arrangement: Hybrid work (A blend of onsite and remote work). Please note that EUROCONTROL does not offer full-time remote working arrangements.
• Competition publication date: 16/01/2025
• Competition closing date: 13/02/2025 (23:59 Brussels time)
• Reserve list: Applicable – See details in the “Useful information” section

Your team

Within the The Directorate Maastricht Upper Area Control Centre, The office of the Chief of Staff to the Director of MUAC supports and advises the Director on strategic and policy matters to align with the mission and objectives of MUAC, while assisting in policy development and review. They oversee legal advice, compliance, lead high-impact projects, manage change efforts, support budget preparation, and foster innovation. They also build strategic relationships with internal and external stakeholders, represent the Director in meetings, coordinate decision implementations, and supervise the executive assistant to the Director.

Your role

Your role will be to:

• Act as the focal point for the Chief of Staff to coordinate the workload of a team of secretaries/assistants (+/- 3), ensuring adherence to timelines, continuity and high-quality output.
• Conduct regular check-ins and performance appraisals, or input to performance appraisals as required, and provide guidance and support to team members as needed.
• Assist in organising, coordinating, and tracking activities and actions to ensure progress as planned.
• Research, gather, and coordinate information to prepare reports, working papers, briefings, presentations, and other materials.
• Collect agenda items, gather relevant data, prepare supporting files, and attend meetings to take minutes, track action points, and report on progress to ensure completion of agreed actions.
• Act as the main point of contact between the Director and internal/external stakeholders, including handling highly confidential matters. Screen and prioritise inquiries to ensure the Director’s time is used efficiently, supporting smooth daily operations.
• Coordinate and prioritise the Director’s calendar, ensuring optimal scheduling and preparation for internal and external meetings. Proactively manage and organise email correspondence, prioritising urgent matters.
• Coordinate, in collaboration with the Stakeholder Relations team, logistics for MUAC Executive Team meetings and staff events, including scheduling, venue arrangements, catering, travel, etc. and all related communication.
• Organise and maintain digital and physical files, contact lists, and databases, ensuring confidentiality and controlled accessibility.
• Prepare and proofread correspondence, reports, and presentations, ensuring alignment with applicable standards.
• Utilise platforms such as SharePoint and Office365 for efficient document organisation and task management.
• Assist in various activities and identify opportunities to streamline administrative processes to enhance overall efficiency.
• Arrange detailed travel itineraries, including booking flights, hotels, and transportation. Prepare travel documentation and manage expense reimbursements in accordance with organisational policies.
• Carry out any other task in line with the main purpose of the job.

Required qualifications, experience & competencies

• Post-secondary education attested by a diploma in a relevant area (Business Administration, Office Management, etc.).
• Internal candidates can check on the intranet to see what level of in-house experience is considered equivalent to educational qualifications where appropriate.
• In addition, a minimum of 5 years’ relevant professional ideally in an international environment.
• Experience in administrative support roles, with a proven ability to manage multiple priorities.
• Experience in assisting senior or executive-level managers.
• Experience in supporting / guiding (internal / external) stakeholders.
• Experience in the coordination/supervision of a team of assistants would be considered as an asset.
• Experience in digital tools (e.g., Office365, SharePoint) with the ability to adapt to new software and systems.
• Drafting skills in English
• Communication: You are able to foster two-way communication.
• Planning and organising: You know how to plan ahead and adapt as required.
• Quality focus: You set and foster high quality standards.
• Analytical thinking: You know how to break down information.
• Teamwork: You display a collaborative approach.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Pro-active and dynamic attitude.
• Ability to work in a multinational and multicultural environment.
• Professional conduct in line with the corporate behaviours of the Agency, i.e. result-driven, readiness to change, customer focus, integrity and team-player approach.
• The working languages of the Agency are English and French. For this particular job, candidates must be proficient users of English at level C1.The levels relate to the European-framework-reference Common European Framework of References for languages (CEFR).

Useful information

• Applications will be accepted from nationals of EUROCONTROL Member States only.
• Before receiving an official offer, the selected candidate will be required to provide certified copies of the degree(s) that meet the qualifications specified in the Notice of Competition for this position.
• The selected candidate will be offered a contract for a duration of five (5) years in accordance with the provisions of the Staff Regulations governing officials at EUROCONTROL. This contract may be renewed for a total duration of up to nine (9) years, or it may be converted into an undetermined contract.
• The selected candidate must successfully complete a probationary period of nine (9) months before being established in the post.
• Internal candidates
  If selected, the person will keep their current type of appointment duration (undetermined or determined).
  The internal staff member with a determined contract will be offered, in principle, an appointment for 5 Year(s) with a maximum total duration of 9 years.
• The successful candidate shall be appointed at the grade set out in this vacancy notice, or if a group of grades has been published for a job level, in principle at the basic grade of the published job level.
• Candidates declared suitable who are not selected for the post will be placed on a reserve list for similar roles. The reserve list will be valid for one year from the closing date of applications.
• Information on salary and benefits can be found on our Careers site
• EUROCONTROL is an equal opportunities employer. We are committed to equality and diversity. In the event of equal merit, preference may be given to the applicant from the under-represented diversity characteristics in order to complement diversity of teams and rebalance the workforce.
• Candidates should go to our Careers site and read the tips on how to apply.