(Senior) Administrative Assistant

  • Location:
  • Salary:
    negotiable
  • Job type:
    Full-Time
  • Posted:
    2 weeks ago
  • Category:
    Administration
  • Deadline:
    December 20, 2022

JOB DESCRIPTION

The EIB, the European Union’s bank is seeking to recruit for its Finance Directorate (FI), Capital Markets Department (CAP), Non-Core Currencies & Special Transactions (NOCOST) at its headquarters in Luxembourg, a (Senior) Administrative Assistant. This is a full-time position at grade 1/2.

Panel interviews are anticipated for end of January 2023.

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

You will provide comprehensive operational, administrative and secretarial assistance to the Head of Division NOCOST, as well as the Funding Officers in order to support achievement of their duties and objectives, and actively contribute to continuous improvement of secretarial working methods.

Operating Network

The (Senior) Administrative Assistant reports daily to the Head of NOCOST Division and primarily supports the front office of the NOCOST Division (6 staff).

The activities of the funding team include frequent meetings with investors globally. Apart from standard administrative assistance, the key operational elements of the job would include the following:

  • Regular running and maintenance of secondary market turnover reporting and placements reporting in liaison with reporting investment banks and IT;
  • Frequent organization of complex multi country, multi bank business trips and assisting other FI/CAP Divisions on joint missions organization.

Accountabilities

  • Assist the Head of Division in all administrative tasks, facilitating the smooth co-ordination of the Division’s activities with appropriate initiative and independence
  • Serve as primary point of contact for the Head of Division in their absence
  • Manage telephone coverage, handle incoming correspondence, and ensure timely and appropriate follow-up within the Division
  • Help schedule and organize frequent (virtual and physical) meetings and business trips/missions for all members of the Division, including travel arrangements, administrative preparation, co-ordination with banking intermediaries and follow-up, as well as preparation of required documentation (briefing files and presentations) and information (including maintenance of meetings/mission record)
  • Assist in reporting (e.g., turnover & placement statistics – CMA), filing of documents (notably in GED), following-up (internally and externally) and coordinating appropriately to ensure smooth and timely running of these activities
  • Maintain databases (Outlook, GED, CMA)
  • Participate in and record Division meetings
  • Ensure back-up of the essential tasks of other Administrative Assistants during their absence to guarantee business continuity and co-ordinate own absences with them
  • Offer troubleshooting and problem-solving assistance where necessary, and suggest ways to enhance work organization and effectiveness
  • (Ad-hoc) Ensure the integration of new joiners, temporary staffs and trainees and on-the-job training of Administrative Assistants

Qualifications

  • Certified secondary-level education; certificate/diploma of complementary secretarial / administrative studies (at least 2 years) would be an advantage
  • At least 3 years’ experience in an assistant/secretarial role
  • Fluent in written and spoken English and French(*)
  • Excellent knowledge of the standard computer tools, particularly of Microsoft Word, Outlook, PowerPoint, Excel

Competencies

Find out more about EIB core competencies here

(*) 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 opportunities employer, who believes that diversity is good for our people and our business.  We encourage all suitably qualified and eligible candidates to apply regardless of their gender identity/expression, age, racial, ethnic and cultural background, religion and beliefs, sexual orientation/identity, disability or neurodiversity.

Applicants with specific needs are encouraged to request reasonable accommodations at any stage during the recruitment process. Please contact the EIB Recruitment team Jobs@eib.org who will ensure that your request is handled.

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: 20th December 2022