Executive assistant M/F

Our client, a European institution, is looking for an Executive Assistant who speaks English fluently and who has a good command of French. This is a temporary contract. The candidate should be able to start as soon as possible.

Accountabilities

• Draft/finalise correspondence on request. Assist the in all administrative tasks: schedule of meetings and appointments; screen and distribute incoming documents and correspondence, prepare responses and/or ensure appropriate follow-up, distribute and circulate information within the Directorate.
• Organise internal and external contacts and follow-up and coordinate the maintenance of a contact address system accessible for the Directorate.
• Follow up MC and Board agendas and related financial actions; prepare documents requiring Director's approval and/or signature; monitor that deadlines are met and internal procedures are followed, liaise with other internal services and MC members.
• Coordinate the secretariat team of the Directorate and maintain a good team spirit among Directorate and department support staff.
• Provide guidance to Directorate staff on administrative/operational procedures; identify improvements and developments of existing methods and processes; organise and update the filing system, both electronic and paper.
• Support and monitor procurement process for external consultants.

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 5 years of relevant professional experience, ideally as an Executive or Personal Assistant.
• Excellent knowledge of standard computer tools, particularly Serapis, GED, Business Objects and MS Office Tools (Word, Excel, Powerpoint).
• Excellent knowledge of written and spoken English and a good command of French. Knowledge of other EU languages would be an advantage.

Competencies

• 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.