Administrative Assistant M/F

Our client, a European Institution is looking for an Administrative Assistant who speaks English fluently. French is a distinct advantage. The temporary assignment starts as soon as possible.

Accountabilities:

- Handle the administrative coordination of the activity of the division,

- Organization of meetings and appointments

- Prepare briefing papers for meetings and organise business trips

- Monitor project calendars for the Loan officers and ultimately develop an automated project calendar

- establish and maintain a pipeline monitoring table extracted from Serapis

- Finalize, distribute and file documents and reports prepared by the staff of the division

- Keep statistics and work plan up to date; monitor, that procedures are followed

- Cooperate with the other Assistants and members of the Department; when appropriate train new colleagues on Bank procedures and processes, contribute to a good working atmosphere within the Strategy Division and the whole Department in order to facilitate the timely implementation of tasks, smooth flow of information and achievement of objectives

- Coordinate and send letters related to legacy mandates to different Member States and other mandators.

- Keep up to date the list of contacts across the team's mandators.

- Organize and coordinate external guests and visits with Protocol (access to premises, booking of rooms etc).

- Coordinate and support the team with the Notes system: create notes in the system, update and prepare properties, work on the calendar to be followed, support in terms of distribution, preparation of Tirage Finale etc.

- Coordinate and perform a diverse set of administrative tasks for the division: organization of events, update of the shared calendar, GED management, update of distribution lists, preparation of documents for signature etc.

Qualifications:

- Secondary level education, complemented with a 2-year certification in a relevant field (economics, accounting, legal, business administration) or secondary level education with equally qualified experience in a relevant field.

- At least 3 years of relevant professional experience at senior support level, preferably as an Administrative, Executive Assistant or Secretary.

- Strong sense of responsibility and initiative and good organizational skills.

- Ability to work accurately under pressure, to meet deadlines and priorities, work with flexibility and availability.

- Excellent knowledge of standard computer tools, particularly MS Office tools (Word, Excel, PowerPoint). Knowledge of Business Objects would be an advantage.

- Excellent knowledge of written and spoken English. Working knowledge of French would be an advantage. Working knowledge of other EU languages would be an advantage.