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Full-time Executive Assistant

la Banca Europeana de Investitii in Luxembourg

Job ID: 100461
Location: Luxembourg
Full/Part Time: Full-Time
Regular/Temporary: Regular

The EIB, the European Union's bank, is seeking to recruit for its Directorate for Lending Operations in Europe (Ops A) - Spain Portugal Department (ESPT),at its headquarters in Luxembourg, an:

Executive Assistant

Appointment will be made on the basis of a fixed term contract of 4 years

Purpose

The Executive Assistant provides administrative assistance to the Head of Department; assists in the day-to-day coordination of the Department's workflow, ensures the quality of documents issued, of processes, etc. to support the Department's operations

Operating network

Reports to the Head of Department and works in close cooperation with the Heads of Division; interfaces with other directorates and external contacts

Accountabilities

Responsible for scheduling on behalf of the Department Head. Monitor follow-up systems of managerial decisions. Interface with internal and external contacts. Draft/finalise correspondence on request. Assist the Department Head in all the administrative tasks: screen and distribute incoming documents and correspondence, prepare responses and/or ensure appropriate follow-up, distribute and circulate information within the Department in order to assist the Department Head in the performance of his duties and keep departmental staff informed
Follow-up Management Committee and Board of Directors agendas to facilitate the lending process; 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 Management Committee members
Coordinate with the secretariat team of the Department and maintain a good team spirit with the secretaries of the Department
Provide guidance to Department staff on administrative/operational procedures; identify improvements and developments of existing methods and processes; organise and update the Director's filing system both electronic and paper; organise and coordinate the maintenance of a client's address system accessible to all members of the Department
Contribute to the preparation of the Department budget and to its follow-up in coordination with the Ops A Budget Officer
Coordinate in collaboration with Ops A's Personnel Correspondent on a range of confidential/personnel issues, including internal/external recruitment

Qualifications

Certified secondary-level education with secretarial training
At least 5 years of relevant professional experience
In-depth knowledge and application of the Bank's administrative and operational policies and procedures, including those on privacy and confidentiality
Excellent knowledge of the MS Office Tools (Word, Excel, Powerpoint). Knowledge of Serapis, GED, or Business Objects would be appreciated.
Excellent knowledge of written and spoken English and Spanish. A good command of French. Knowledge of Portuguese would be an advantage

Competencies

Effective skills in organising, prioritising, scheduling, planning and coordinating work
Sense of responsibility and initiative
Good written communication skills to draft correspondence and ensure quality of documents
Strong interpersonal and verbal communication skills in order to deal tactfully and effectively with internal/external contacts at all levels
Ability to work effectively in a team
Flexibility and sense of diplomacy
Good sense of discretion and confidentiality

Deadline for applications: 5 April 2013

We believe that Diversity is good for our people and our business. We promote and value diversity and inclusion among our staff and candidates; irrespective of their gender, age, nationality, race, culture, education and experience, religious beliefs, sexual orientation or disability
Source: https://erecruitment.eib.org


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