(Senior/principal) Administrative Assistant

il y a 3 semaines

Luxembourg European Investment Fund Temps plein

**EIF Posting**:
**The European Investment Fund (EIF) **is seeking to recruit for its** General Secretariat -Governance Division a (Senior/Principal) Administrative Assistant (2/3-H/G). **This is a full-time position (travel not required) for which the EIF offers a permanent contract.
- Panel interviews via video-conference are anticipated for 2nd half of June 2024_

**Purpose**

The Governance Division (GD) is composed of the Board of Directors & General Meeting, the Audit Board and the Executive Governance Units.

The GD is in charge of advising on corporate governance matters and providing organisational/advisory/decision-making support to EIF’s governing bodies (Chief Executive / Deputy Chief Executive, Board of Directors, Audit Board and General Meeting), as well as senior management committees, including the Executive and Senior Management Committee (ESMC) and the Product & Mandate Committee (PMC).

Additionally, the GD also actively supports the Chief Executive and Deputy Chief Executive (CE/DCE) in meetings, and external missions by providing them with relevant briefings, speaking points and advisory assistance.

The GD further supports the Head of Division and the Secretary General in policy, strategic, procedural and governance affairs, coming within their remit, and manages the process for the admission of new shareholders.

You will provide comprehensive administrative support across the scope of the GD's responsibilities, contributing to the efficiency and performance of the team’s overall activity.

**Operating Network**

You will support a small team of officers, alongside the team’s other assistants, and will report to the Head of the GD. You will work in close cooperation with other colleagues in the General Secretariat, the Chief of Staff, the CE/DCE and the assistant network at EIF service level.

In addition, you will also liaise closely on organisational, administrative and logístical matters with relevant EIB counterparts, in particular within the EIB - Governing Bodies Department of the General Secretariat, the Internal Audit department and the Protocol service. Interaction with the offices of the CE/DCE, Chairman of the Board, the members and advisors of the Board of Directors, the Audit Board and external shareholding counterparts, as and when necessary.

**Responsibilities**

Actively support the logístical preparation and administrative organisation and follow-up for internal and external meetings, in particular for the meetings of the ESMC, the PMC, Audit Board, as well as the Board of Directors and the Annual General Meeting as necessary, including but not limited to:
Scheduling meetings, booking conference rooms, and arranging necessary equipment and catering;
Supporting the accurate and timely distribution of agendas, documents and supporting materials for the meetings of the PMC, ESMC and the Governing Bodies, notably via the dedicated Portals and relevant office software and tools (e.g. OneDrive);
Assisting in the drafting of the meeting agendas, summaries of meetings, minutes, and follow-up action items in dedicated action logs;
Contribute to the administration and development of the EIF's Board and Audit Board Portals as well as relevant administrative processes to enhance efficiency, proactively identifying areas for improvement;
Assist in the coordination, preparation and timely distribution of relevant briefings, presentations, speaking points and materials in the context of the CE/DCE meetings and external missions;
Work closely with other EIF assistants in order to facilitate the timely implementation of tasks and respect of internal procedures and deadlines relevant to the team’s efficient functioning;
Provide back-up as necessary to the other assistants of the Division and the assistant to the Secretary General of the Fund and additional administrative support as needed;
Promote good communication, a friendly and welcoming working environment within the Division and ensure effective cooperation as well as dissemination of information and knowledge sharing.

**Qualifications and requirements**

Certified secondary-level education. Additional professional certificates or tertiary education would be a considerable advantage;
At least five (5) years relevant professional experience in a similar role, preferably supporting senior executives or management committees in a corporate governance environment, in the banking or financial sector;
Understanding of, or experience in, the following areas would be an advantage:

- EIF's objectives, lines of business activity and organisation;
- EIF's and EIB's governing bodies and institutional frameworks and the environment in which they operate;

Excellent knowledge of written and spoken English. Knowledge of another language of the European Union would be an asset;
Excellent command of Microsoft Outlook and Microsoft Word; good command of other Microsoft Office tools (e.g. OneDrive), with a demonstrated ability to adapt

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