Administrative Assistant
il y a 7 jours
**Employment Type**
- Full Time
**Category**
- Banking & Financial Services
**External Reference**
- A1H7R00000NL0K5QAB
**Location**
- Luxembourg
**Client Description**:
The client is the European Union's financing institution. It is the world's leading multilateral lender, particularly for financing climate action.
**Responsibilities**:
Plan, follow up and coordinate daily work to ensure the smooth administrative management of the activities carried out by the teams and a timely delivery of high quality documents. More specifically the tasks are the following:
- General secretarial support:
- Coordinate phone calls as well as scheduling meetings, coordinating calendars and meeting room bookings, setting up VCs, etc. and ensure a smooth communication flow between the divisions and their various stakeholders
- Coordinate and organise travel arrangements for the colleagues in the two teams
- Assist the teams by formatting, editing and proofreading documents (letters, notes, reports, graphs and presentations) as well as independently finalising, distributing and filing them
- Execute appropriate scanning/filing/archiving of electronic and paper documentation, maintain and update the Divisions’ specific databases, as well as ensure data quality to enable easy accesses and retrieval of data/records
- Ensure the integration of new joiners
- Ensure the business continuity, acting as back-up for the other Assistants in the Department and, if necessary, in the Directorate.
- Office support: in cooperation with GR&C Coordination, ensure the smooth handling of training, travel, office equipment and/ or logistics requests
- Notes to governing bodies: maintain the respective notes pipelines/inventories; keep an eye on the respective dispatch dates; ensure the timely collection of required documents on the respective committee’s agenda; contribute to the preparation of documents and ensure the smooth distribution of these to/from IRMMC, MRC, MC, AC, RPC, Board and supervise where necessary the validation flow in Notes in line with the operational needs and in compliance with EIB’s procedures.
- Knowledge sharing on SmartSite/GED/RM intranet: administer the Divisions’ appearance on SmartSite (e.g. manage access rights, (re-)organization of folder contents, setup of building blocks); contribute and assist the team in the organization of the Division’s archives and appearances in GED and GR&C intranet by regularly updating links in cooperation with GR&C coordination.
- Compile relevant data and information to support the team in the production of periodic and ad-hoc analyses.
- Secondary level education, complemented with a 2-year certification in a relevant field (e.g. secretarial studies, business administration, customer service) or secondary level education with equally qualified experience in a relevant field.
- At least 3 years of relevant professional experience.
- Excellent knowledge of written and spoken English. French would be an advantage.
- Good knowledge of Excel will be a big advantage.
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