Appel à candidature : Recrutement d’un.e Assistant.e de direction (senior) à Luxembourg.

Appel à candidature : Recrutement d’un.e Assistant.e de direction (senior) à Luxembourg.

Purpose

As a (Senior) Executive Assistant you will be at the heart of the Finance Directorate’s business operations to provide full administrative and secretarial support at a senior level to the Director General, ensuring the smooth management of his day-to-day affairs and most effective use of his time. You will be managing a variety of simultaneous tasks, which requires the particular talent of being able to communicate effectively with all levels of the organization.

Specific Post Environment

Due to Director General’s interactions with counterparties in different time zones you may be requested to work occasionally outside of regular working hours.

Operating Network

The (Senior) Executive Assistant reports directly to EIB’s Director General for Finance (DG FI) and works under his supervision in close collaboration with the FI Directors, and the Head of FI-Coordination FI/COOR Division in charge of all general and administrative affairs for the FI Directorate.

To succeed in this role, you are dynamic, intellectually curious, and willing to try new things and can manage numerous tasks with tight deadlines. Some of the (Senior) Executive Assistant tasks include:

• Work in close contact with all other departments of the Directorate, in frequent contact with all the other EIB Directorates and President/Vice-Presidents’ Offices, and daily exposure to Senior Management
• Handling and dealing with confidential and highly sensitive matters; the role requires the highest degree of discretion and integrity
• Tolerance to stress, and the necessary skills to carry out effectively a high-volume of activity and unplanned requests.

Accountabilities

1. Manage the Secretariat activities for the DG office

• Supervise and coordinate the DG’s agenda, interact/liaise effectively with the offices of the Vice-Presidents and manage relationships with other Directorates to ensure an efficient flow of communication/information between the office of the DG and the Bank’s services
• Attend the FI Directors’ meetings, write minutes and ensure the follow-up of the main actions points
• Act as a focal contact point for queries and requests coming from VPs’ and DGs’ offices, follow-up on the requests, perform quality control of the inputs and outputs
• Coordinate and improve the overall execution of the DG’s Office Secretariat processes by ensuring proper follow up and consultation with all services of the Directorate
• Coordinate and provide guidance to executive and administrative support staff in the Finance Directorate
• Provide guidance to all staff involved in the execution of DG’s Office Secretariat activities and provide general research support and analysis
• Coordinate the work in collaboration of the FI/COOR Head of Division on the administrative issues and the numerous DG’s requests sent to FI/COOR
• Mentor junior and senior colleagues, responsible for on boarding of new FI-Coordination (FI/COOR) staff working as FI/DIR back-up.

2.  FI Office specific management

• Lead the organization of DG events, conferences, business travels in close collaboration with colleagues from relevant teams and manage the logistics around missions and high-level meetings both inside and outside the bank.
• Take the lead to coordinate the visits/conferences and events, and business travels.
• Prepare and centralize all FI-relevant dossiers, liaise with colleagues across the Bank to finalize information for President, Vice-presidents Directors Generals, and Directors’ missions. Provide and gather from officers and senior colleagues the required information, ensure the timescales are adhered to, and the quality of the content and format is adequate and in line with the EIB external mission rules.

Qualifications :

• Secondary level education, complemented with a 2-year certification in a relevant field (e.g. secretarial studies, business administration), or secondary level education with equally qualified experience in a relevant field;
• At least five years of relevant professional experience including executive/personal assistant experience;
• Good command of the standard MS Office tools;
• Flexibility to work outside of regular office hours;
• Experience in dealing with sensitive information;
• Excellent communication skills;
• Excellent knowledge of English and French.

More details & Application process