Executive Assistant M / F

We are looking for an Executant Assistant for one of our client

• Provide assistance to the Director General and Department Heads including calendar management communicating with internal and external counterparties and acting as a delegate where appropriate in workflows and administrative processes
• Manage the DG & Department Heads' agenda efficiently so as to optimise time allocation, co-ordinate arrangements for appointments and resolve conflicting demands
• Organise on-site and off-site meetings, away-days and other events by using the relevant applications and tools (Room Management System, MyRequests tickets, meeting room calendars, catering form etc). Liaise with Protocol, Facility Management, Budget officer and external service providers
• Organise and coordinate business trips / missions, including travel arrangements in PSFT, administrative preparation and follow-up as well as preparation of required documentation and information;
• Process external training requests by getting the approvals in the training form, initiating the vendor setup if needed, initiating contract setup if needed, requesting Procurement Opinion or Clearance (if needed), creation of requisitions in PSFT Financials. Liaise with the relevant EIB teams and the vendor in relation to these tasks
• Follow-up CD and CA agendas, assist in the creation of notes, manage incoming documents, i.e. setting priorities, taking necessary initiatives, and ensuing appropriate follow-up and respect of deadlines, distributing information relevant to others to ensure smooth application of decision process and implementation of decisions taken
• Assist the other Executive Assistants in the Directorate in the office-related logistics tasks : workspace management, implementing the new parking policy and taking care of the lockers data management in cooperation with Facility Management
• Initiate and follow up on operational workflows on behalf of the DG and Heads of Department, so as to ensure (i) proper implementation of decisions and (ii) respect of procedures and deadlines
• Identify and initiate improvements and developments of existing methods and processes
• Organise, update and maintain appropriate filing of electronic (notably in GED and MS Teams) and paper documentation, as well as ensure data quality, to enable easy access and retrieval
• Maintain relations with key external suppliers and contacts, and ensure effective communication and collaboration, this includes greeting clients and visitors as needed
• Liaise with other Executive Assistants, GCS Coordination concerning various issues (e.g. staffing, consultants, organisation, processes & procedures, budget, etc.) with the utmost discretion, especially when handling issues of confidential or sensitive nature

Typical experience