Executive assistant M / F

Our client, a European institution, is looking for an Executive Assistant who speaks English fluently. This temporary contract starts in December. Responsibilities : Executive and Operational Support : - Provide executive assistance to Audit Committee (AC) members, the Head of Division, and the Head of Unit. - Manage agendas for the AC and its Chair, coordinate appointments, and resolve scheduling conflicts. - Organise AC and ECA Unit meetings (virtual, hybrid, and in-person), including logistical arrangements, document preparation, and follow-up. - Handle travel arrangements, reimbursements, and emoluments for AC members. - Prepare the structure for AC meeting minutes and circulate drafts for comments; ensure timely approval and filing in GED. Administrative Coordination : - Manage the shared email inbox and incoming correspondence, filtering and prioritising enquiries. - Maintain and update databases; ensure efficient electronic filing of all AC documents and support data quality initiatives. - Prepare and distribute meeting agendas, templates, and notes; ensure the AC portal is updated and used effectively for agenda and document management. - Handle and process confidential information and prepare non-routine correspondence. - Perform quality control of secretarial work and support the development and maintenance of the AC document repository. Process and Monitoring : - Ensure compliance with AC procedures and deadlines for document submission by all services. - Monitor the timely execution of tasks under the AC and ECA Unit work programmes. - Perform regular controls and follow-up on action points from AC meetings. - Support the management of the external auditor framework agreement, including invoicing and engagement letters. Stakeholder Engagement : - Act as a liaison between the AC, Secretariat, ECA Unit, and all services to ensure effective two-way communication. - Serve as a primary point of contact for internal and external stakeholders, handling diverse telephone and email enquiries. - Influence internal stakeholders to meet procedural requirements and deadlines, even without formal authority. Work Programme Delivery : - Contribute to the timely delivery of key outputs, including the Annual AC Report and other deliverables of the AC Secretariat and ECA Unit. - Undertake specific administrative and ad hoc tasks across the teams as required to support smooth daily operations. Academic qualifications and professional skills Certified secondary level education, complemented with a 2-year certification in a relevant field (e.g. secretarial studies, business administration); Minimum of 5 years of relevant professional experience, preferably in an administrative or executive support role; Strong service and customer orientation; Relevant professional experience, of which some acquired in an administrative environment; Excellent knowledge of advanced functions and the standard office tools (notably Excel, Word and PowerPoint) and good knowledge of the Bank's document management system (GED), SharePoint, and PeopleSoft Financials; Excellent command of written and oral English. 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 ...

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