Administrative Assistant - EN

  • Employment Type
    Full Time
  • Category
    Banking & Financial Services
  • External Reference
    A1H7R00000NL0K5QAB
  • Location
    Luxembourg

Client Description:

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


Responsibilities:

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.