The European Investment Fund (EIF), at its headquarters in Luxembourg is seeking to recruit (Junior) Administrative Assistant(s) for its Operations and Information Management Department :
Appointment will be made on the basis of a fixed term contract of three (3) years.
This is a generic campaign in view of both current and possible future vacancies
To assist the necessary business and provide administrative follow up of the Department's activities. These include oversight of key workflows and committees, management of calendars and events, and personal assistance.
Operating Network :
The incumbent reports to the Head of Department, and works in close cooperation with the Department’s other administrative assistants.
Internal contacts : EIF and EIB services at the appropriate level, as required by procedures and sound cooperation;
External contacts : counterparts in relevant sector and function in European Institutions, Intermediaries and other external stakeholders.
Plan, follow up and coordinate daily work (administrative tasks, handling of contacts, mails, etc.) to ensure the smooth administrative management of the activities carried out within the Departments and Divisions and a timely and consistent quality of documents.
The tasks are the following :
proactively manage electronic agenda ensuring sufficient time allocation in the calendars and resolving conflicting demands;
screen, route and coordinate phone calls, take and forward messages, set-up conference calls;
coordinate business trips in co-operation with the travel agency and follow up related travel authorizations / expense-
reports in line with the applicable guidelines;
screen and distribute incoming documents and correspondence, prepare responses and / or ensure appropriate follow-up, distribute and circulate information within the team and outside the team in order to assist the team members in the performance of their duties;
prepare standard correspondence, editing and / or finalising notes, letters, contracts and other documents prepared by the team;
ensure effective and accurate filing of all electronic and hard copy documents and other information for easy access and retrieval.
Prepare and set logistical planning of various events and missions (e.g. conferences, yearly away-day, monthly meetings);
Follow regular meetings / committees and prepare related documentation as required;
Work closely with other EIF Assistants to ensure that administrative and / or operational procedures and deadlines are respected.
Certified secondary-level education; professional certificates or tertiary-level education would be an advantage;
At least three (3) years’ relevant professional experience, preferably in the banking or financial sector;
Understanding of EIF’s mission and activities;
Excellent knowledge of standard IT tools is required;
Excellent written and spoken English, knowledge of other EU languages would be an advantage.
High sense of discretion and confidentiality;
Able to adapt swiftly in an international work environment;
Costumer orientation and adaptability;
Excellent interpersonal and diplomatic skills;
Highly developed sense of responsibility;
Excellent organisational skills and ability to prioritise;
Ability to work under tight deadlines;
Accuracy and attention to details.
Deadline for applications : 23rd September 2019
Due to high volume of applications, only candidates selected for interviews will be contacted.