JOB DESCRIPTION

Secretary to the Unit

Directorate-General for Defence Industry and Space (DG DEFIS) of the European Commission

Selection reference: DEFIS/C0M/2025/2451 – 1 vacant post Domain*: Defence

Where: Unit DEFIS.01 – „Strategy, Interinstitutional Relations and Security”, Brussels Staff category and Function Group: Temporary agent 2b – Administrative agent Grade range: AST/SC1-2

Publication deadline: 24.11.2025 – 12.00 (Brussels time)

WE ARE

Directorate-General for Defence Industry and Space (DEFIS) leads the European Commission’s activities in the European defence industry and European space sectors. DG DEFIS implements the Union’s Space Programme and ensures an innovative, and competitive defence industry.

Unit DEFIS.01 “Strategy, Interinstitutional Relations & Security”:

• Works directly under the Director-General, ensuring strategic coherence of DG DEFIS activities across defence and space domains.
• Supports the Director-General’s decision-making through strategic analysis and forward planning.
• Manages sensitive information and security governance of the Directorate-General.
• Ensures efficient coordination with EU institutions and bodies, particularly European Parliament and Council.
• Acts as central point for high-level institutional relations while safeguarding DG DEFIS strategic interests.
• Coordinates strategic engagement with NATO and other international defence organizations

WE PROPOSE

The proposed role of Secretarial and Administrative Agent within our dynamic unit, is a strategic and multifaceted role that combines secretarial responsibilities with a focus on inter-institutional coordination, providing vital support to both the Unit and the Inter-Institutional Relations Team.

Key responsibilities include executing core secretarial duties such as the management and proofreading of incoming and outgoing mail (including in Ares), the management of the Head of Unit’s agenda, the organisation of meetings (Webdor, Mira, Cares, AGM), the preparation and follow-up of missions (in MIPS) and the monitoring of the unit’s deadlines, including on briefings (BASIS). In addition, you will be actively involved in inter-institutional coordination, by coordinating the workflow of European Parliamentary Questions (EPQ) using DECIDE, track EPQ status, liaise with multiple Directorates-General and units, format responses, and ensure quality control before submission. You will also monitor and enforce deadlines for parliamentary responses and maintain the EPQ tracking system, providing regular updates to management.

This position offers opportunities for expanded responsibilities, depending on your interests and initiative, allowing you to contribute more broadly to the Directorate-General’s mission.

WE LOOK FOR

We are looking for a dynamic and accomplished professional to join our team and fill this strategic role of Secretarial and Administrative Agent. If you have more than three years of experience as a secretary within EU institutions or similar international organisations, we we’re eager to meet you.

English proficiency at Cl level is essential for this role across all competencies (listening, reading, spoken interaction, spoken production, and writing). The candidate must possess strong talent for crafting professional correspondence and accurate proofreading skills in English. Proficiency in French (B2 level) is also necessary. Additional knowledge of other EU languages would be considered an advantage.

Hands-on experience with Commission tools and understanding of inter-institutional workflows, EPQ procedures and inter-institutional coordination work would be an undeniable asset for this crucial role..

We look for an autonomous and proactive colleague, demonstrating resilience under pressure and who keeps an eye for detail across all tasks. The successful candidate will also be a reliable team player with good coordination skills, anticipating the needs and thinking out-of-the-box to solving problems. If you are easy going and feel comfortable in a politically sensitive environment, we believe you will be a perfect fit for our vibrant and impact-driven team. Join us, and take your career to the next level where your contributions will truly make a difference.

SECURITY CLEARANCE: The successful candidate will be required to undergo security vetting if she or he does not already hold security clearance at an appropriate level (EU secret), in accordance with the relevant security provisions

How to Apply:

You should send your documents in a single pdf in the following order:

1. your CV 2. completed   application form.

Please send these documents by the publication deadline to [email protected] indicating the selection reference DEFIS/C0M/2025/2451 in the subject.

No applications will be accepted after the publication deadline.