(Junior) Administrative Assistant
| Location: | Luxembourg |
| Salary: | Not communicated |
| Job type: | Contract, Full-time |
The European Investment Fund (EIF) is seeking to recruit for its General Secretariat/Governing Bodies Unit at its headquarters in Luxembourg a:
(Junior) Administrative Assistant
Appointment will be made on the basis of a fixed term contract of three (3) years.
Purpose:
To provide comprehensive administrative support to the Governing Bodies Unit ("GBU") as well as to implement key processes/workflows in the execution of secretariat activities for the statutory bodies of the EIF. The Unit assists these bodies and their members in fulfilling their corporate role, thereby contributing to the achievement of EIF's objectives. As part of EIF's General Secretariat, the GBU further supports the Secretary General in policy, strategic, procedural and governance affairs, coming under the Secretary's remit.
Operating Network:
The (Junior) Administrative Assistant will report to the Head of Unit and support all the members of the GBU team, as well as working in close cooperation with other colleagues in the General Secretariat, the Chief Executive Office and across EIF services, particularly the Front Offices.
Responsibilities:
The successful candidate will provide secretarial and administrative support in order to contribute to the effective day-to-day operation of the unit. In particular, but not exclusively, this entails the following responsibilities:
- Serve as primary point of contact for the unit (with EIF/EIB and externally), including on confidential subjects;
- Actively assist in the logistical and administrative preparation and planning of internal and external meetings, including the Annual General Meeting and meetings of the Board of Directors, as well as other events;
- Assist in the accurate and timely preparation, finalisation and distribution of documents, ensuring high quality, appropriate follow-up and respect of deadlines;
- Assist with electronic document management on the Board Portal;
- Assist in the monitoring and preparation of supporting documentation and presentations for meetings of the governing bodies;
- Draft correspondence, manage contacts database and functional inbox, including prioritisation and allocation of actions as appropriate;
- Ensure effective and accurate electronic and paper filing, update internal databases and assist members of the team in researching information;
- Work closely with other EIF assistants in order to facilitate the timely implementation of tasks and to ensure that internal procedures and deadlines are respected;
- Provide back-up as necessary to certain other assistants in the General Secretariat.
Qualifications:
- Certified secondary-level education, professional certificates or tertiary education would be an advantage;
- At least 3 years relevant professional experience, preferably in a corporate governance;
- environment, in the banking or financial sector;
- Good understanding of EIF's mission and objectives and the environment in which it operates;
- Excellent knowledge of standard IT tools is required;
- Excellent command of written and spoken English, knowledge of other EU languages would be an advantage.
Competencies:
- Excellent organisational skills and ability to prioritise;
- Excellent interpersonal and communication skills;
- Developed sense of responsibility and commitment to deliver with accuracy and rigour;
- Developed sense of discretion and confidentiality;
- Ability to work under tight deadlines;
- Genuine interest in understanding and working within EIF's governance framework.
Deadline for applications: 2nd June 2017
* Due to high volume of applications, only candidates selected for interviews will be contacted.