Administrative assistant EN/IT M/F Expirée

Our client, a European institution, is looking for an Administrative Assistant who speaks English fluently. Italian is a distinct advantage. This is a temporary contract.

The candidate provides administrative support on all legal documentation in collaboration with the Division's lawyers, including: preparation of execution versions of contracts, processing of originals, follow-up with counterparts and other operational directorates, notifications of signatures and document filing.

• He edits and proofreads all outgoing documents in terms of compliance with administrative procedures and ensures quality control of documents.
• The candidate carries out general secretarial duties and administrative tasks, including telephone coverage, mail/document control and distribution, filing, organisation of meetings.
• He prepares business trips and follows-up related expense-reports.
• The candidate prepares and follows-up purchase requests for consultancy and takes care of administrative aspects in relation to in-house and external consultants.
• He prepares draft correspondence on various topics for the Division, including notes, reports, and presentations.
• The candidate verifies data to be inserted in contractual documents and coordinates with other Directorates to assist lawyers in the preparation of new contracts and other documents.
• He makes suggestions and contributes to improve key records management processes in the Division and the Department.

• The candidate has a certified secondary level education, complemented with a 2-year certification in a relevant field (e.g. secretarial studies, business administration)
• He has at least 3 years of relevant, professional experience (i.e. in similar or related tasks); experience acquired as secretary/administrative or legal assistant in a law firm, corporate legal function, or any other legal environment.
• The candidate has a very good knowledge of the standard IT & office tools (particularly Word, Excel, PowerPoint, and Outlook), Acrobat, common office hardware (e.g. printing and scanning equipment); familiarity with Electronic Documents Management tools, electronic archiving, and reporting tools.
• He has excellent knowledge of English is required. The knowledge of Italian will be considered an advantage.