Administrative Assistant - EN

  • Employment Type
    Full Time
  • Category
    Banking & Financial Services
  • External Reference
  • Location

Client Description:

The client is the European Union's financing institution. It is the world's leading multilateral lender, particularly for financing climate action.


Plan, follow up and coordinate daily work to ensure the smooth administrative management of the activities carried out by the teams and a timely delivery of high quality documents. More specifically the tasks are the following:

• General secretarial support :

o Coordinate phone calls as well as scheduling meetings, coordinating calendars and meeting room bookings, setting up VCs, etc. and ensure a smooth communication flow between the divisions and their various stakeholders

o Coordinate and organise travel arrangements for the colleagues in the two teams

o Assist the teams by formatting, editing and proofreading documents (letters, notes, reports, graphs and presentations) as well as independently finalising, distributing and filing them

o Execute appropriate scanning/filing/archiving of electronic and paper documentation, maintain and update the Divisions’ specific databases, as well as ensure data quality to enable easy accesses and retrieval of data/records

o Ensure the integration of new joiners

o Ensure the business continuity, acting as back-up for the other Assistants in the Department and, if necessary, in the Directorate.

• Office support: in cooperation with GR&C Coordination, ensure the smooth handling of training, travel, office equipment and/ or logistics requests

• Notes to governing bodies: maintain the respective notes pipelines/inventories; keep an eye on the respective dispatch dates; ensure the timely collection of required documents on the respective committee’s agenda; contribute to the preparation of documents and ensure the smooth distribution of these to/from IRMMC, MRC, MC, AC, RPC, Board and supervise where necessary the validation flow in Notes in line with the operational needs and in compliance with EIB’s procedures.

• Knowledge sharing on SmartSite/GED/RM intranet: administer the Divisions’ appearance on SmartSite (e.g. manage access rights, (re-)organization of folder contents, setup of building blocks); contribute and assist the team in the organization of the Division’s archives and appearances in GED and GR&C intranet by regularly updating links in cooperation with GR&C coordination.

• Compile relevant data and information to support the team in the production of periodic and ad-hoc analyses.

Candidate Profile:

• Secondary level education, complemented with a 2-year certification in a relevant field (e.g. secretarial studies, business administration, customer service) or secondary level education with equally qualified experience in a relevant field.

• At least 3 years of relevant professional experience.

• Knowledge of the Bank's standard computer tools, in particular Excel, PowerPoint and GED as well as core applications, including GED and SmartNote would be an advantage.

• Excellent knowledge of written and spoken English. French would be an advantage.

• Good knowledge of Excel will be a big advantage.