Administrative assistant M/F

Our client, a European institution, is looking for an Administrative Assistant who speaks English fluently. This temporary contract starts as soon as possible in January.

Responsibilities:
Executive & Secretarial Support:

• Manage and prioritise the agenda of the CCO/Head of NFR, coordinating complex meetings, cross-department interactions, and engagements with relevant counterparts across the organisation.
• Act as the main point of contact for the office of the CCO, ensuring effective communication and professional handling of internal and external enquiries.
• Prepare, draft, proofread, and format correspondence, reports, briefing notes, presentations, and official documentation.
• Ensure structured, compliant filing, archiving, and retrieval of documents, in accordance with the organisation's information-management rules.
• Manage highly confidential and integrity-sensitive information related to compliance, AML/CFT, conflicts of interest, integrity due diligence, whistleblowing cases, incident reporting, internal control assessments, and operational risk events.
• Apply strict rules on information classification, secure handling, access rights, and data protection.
• Serve as a trusted gatekeeper, ensuring that sensitive matters are routed appropriately and protected from unauthorised disclosure.
• Uphold absolute discretion in managing communications, documents, and deliberations involving senior management, governance bodies, and external stakeholders.

Administrative & Operational Support:

• Arrange travel, missions, and related expense processes for the coordination.
• Support procurement processes, service contracts, invoice handling, and budget tracking for the Compliance functions.
• Assist in the preparation of materials for internal audits, risk assessments, compliance monitoring exercises, and Group-level reviews.
• Coordinate the lifecycle of key departmental documents, ensuring timely approvals, submissions, and alignment with the institution's policies.
• Departmental Coordination.
• Facilitate coordination across the Compliance team and the team, ensuring smooth information flow and aligned processes.
• Organise workshops, training sessions, and cross-functional meetings involving Compliance, Risk, and other departments across the institution.
• Maintain up-to-date registers, shared drives, workflows, and document-management tools for both functions.
• Support onboarding of new staff, ensuring appropriate access, training, and operational readiness.

Qualifications and Experience:

• Minimum 5 years of experience as an executive assistant, senior administrative assistant, or secretarial assistant, ideally within a financial institution, EU institution, or control function (Compliance, Risk, Legal, Audit).
• Proven experience handling confidential and sensitive information.
• Excellent drafting, formatting, and communication skills in English; additional EU languages are an asset.
• Strong organisational skills with the ability to prioritise, multitask, and meet tight deadlines.
• High proficiency in MS Office applications and digital collaboration tools.
• Experience supporting committees, minute-taking, and preparing materials for governance bodies is a strong advantage.

Key Competencies:

• Confidentiality & Integrity - absolute discretion and unquestionable trustworthiness.
• Organisation & Coordination - ability to manage complex workflows across two control functions.
• Professionalism & Reliability - consistent high-quality output and calm under pressure.
• Communication & Interpersonal Skills - tactful, diplomatic interaction with senior stakeholders.
• Proactivity & Problem-Solving - anticipates needs and proposes effective solutions.
• Teamwork & Collaboration - supports and interfaces effectively across Compliance, Risk Office, and across the full organisation.