Talents Handicap "Offres du mois"
As Executive Assistant, you will provide executive support to a Director or Director General of the EIB, in order to support achievement of the their duties and objectives. These two levels represent the operational Senior Management of the Bank and head up an EIB Department or Directorate, respectively.
The (Senior) Executive Assistant works under the supervision of an individual Senior Manager but operates with a great deal of autonomy on both semi-routine and more complex issues, showing initiative and independent judgment as required. You will typically also coordinate the workflow of administrative assistants and will have constant interaction with all staff in the Department/Directorate (hereafter called “business area”).
You will gain significant exposure to EIB's senior management and may be require to coordinate between different units. Externally the Executive Assistant will liaison with senior representatives of external counterparts.
Manage the Senior Manager’s diary and workflow in order to make the work of the business area more efficient and optimise time allocation; coordinate arrangements for appointments and resolve conflicting demands.
Draft/finalise/edit correspondence on various topics on behalf of the senior manager, attend meetings and draft minutes.
Ensure maintenance of current distribution lists for the divisions and/or the business are, distribute documents for the teams.
Supervise the accurate preparation, finalisation and distribution of letters, notes, reports, graphs and presentations.
Organise and/or coordinate meetings and business trips/missions, including travel arrangements, administrative preparation and follow-up as well as preparation of required documentation and background information
Ensure accuracy of all documents produced within the business area in terms of language (both English and French), grammar and content applying effective proofreading.
Supervise effective and accurate filing and data management of all electronic and hard copy files, documents, data and other information for own organisational unit.
Assist the Senior Manager in the day to day monitoring of the department’s activity as well as sensitive and confidential topics (e.g. business area’s administrative and training budgets follow up; preparation and compilation of statistics; support on staff-related issues such as recruitments and internal transfers).
Act as interface between the Senior Manager and their staff as well as other EIB's parties and/or outside representatives, so as to ensure effective two-way communication of relevant information.
Build and maintain effective relationships internally and externally to ensure a good reputation of the business area at all times and supervise effective completion of the above activities and processes.
Supervise a team of Administrative Assistants, defining their priorities and providing guidance in the execution of their tasks, as appropriate.
Coordinate back up of Administrative Assistants during their absence to guarantee continuous business support.
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 5 years of relevant professional experience in an administrative support role, including at least 3 years in a personal assistant position, preferably in a financial institution
Thorough knowledge of standard office tools
Very good knowledge and experience in the use of software applications/databases and reporting tools used in a specific area. Very good understanding of activities and objectives of own unit as well as good understanding/overview of EIB's global activity
Fluent in English and French(*). Knowledge of other EU languages would be an advantage
Achievement Drive: Continually keeps an eye on performance, focusing on improving it, showing drive and determination to meet short and long-term goals.
Change Orientation: Adapts to differences and changes in the environment; takes a flexible approach to reach outcomes.
Collaboration: Works cooperatively as part of a team; works collaboratively with peers across organisational boundaries based on a genuine interest in and an accurate understanding of others and their individual perspectives and concerns.
Organisational Commitment: Is willing to commit to an organisation whose mission is to support Europe and is open to diversity, and to align her/his own behaviour with the organisation’s needs and intrinsic values, acting with integrity in ways that promote the organisation’s mission, policies and rules.