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(Senior) Administrative Assistant
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**EIF Posting**:
The **European Investment Fund (EIF)**, is seeking to recruit for its **General Secretariat - Corporate and Institutional Affairs - Governing Bodies Unit **a:
**(Senior) Administrative Assistant**
This is a full-time position
**Purpose**
The Governing Bodies Unit (GBU) executes the corporate activities needed for the Board of Directors (Board), the Audit Board and the General Meeting (GM) of the EIF to operate under their statutory roles. The Unit assists these governing bodies and their members in fulfilling their corporate role, thereby contributing to the achievement of the EIF's objectives.
The GBU further supports the Head of Corporate and Institutional Affairs (CIA) 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 GBU'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 assistant, and will report to the Head of GBU. You will work in close cooperation with other colleagues in the General Secretariat, the Chief Executive/Deputy Chief Executive Office 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 Governing Bodies Department of the General Secretariat, the Internal Audit department and the Protocol service. Interaction with the offices of the 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 organisation, coordination and preparation of internal and external meetings, in particular the meetings of the Board of Directors and the Audit Board, as well as the Annual General Meeting;
- Support the accurate and timely distribution of documents and supporting materials for the meetings of the governing bodies;
- Contribute to the administration and development of the EIF's Board and Audit Board Portals;
- Ensure effective and accurate document / information management and archiving;
- 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 assistant to the Secretary of the Fund.
**Qualifications and requirements**
- Certified secondary-level education. Additional professional certificates or tertiary education would be a considerable advantage;
- At least three (3) years relevant professional experience in a similar role, preferably 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.
**Competencies**
- Strong organisational skills with ability to multitask and prioritise in a fast-paced environment, whilst working with precision and attention to detail;
- Excellent interpersonal and communication skills, with developed sense of discretion and confidentiality;
- Strong work ethic, demonstrating flexibility and availability to adapt to job demands;
- Ability to work independently, as well as cooperatively within a team, fostering a good working atmosphere with constructive and positive solution-oriented attitude.
