(Senior) Administrative Assistant

**EIF Posting**:
The **European Investment Fund** **(EIF)** is seeking to recruit for its **Investment Office (IO) Directorate **at its headquarters in **Luxembourg, several (Senior) Administrative Assistant(s). **This is a full-time position at grade 1/2 for which the EIF offers a permanent contract.
- _internal benchmark: (Senior) Administrative Assistant_
- This is a generic campaign in the view of addressing both current vacancies and to create pools of reserves for future vacancies. The latter will be retained for a maximum period of 18 months._

**_
Panel interviews via video-conference are anticipated for October 2024._**

**_ EIF Purpose:_**

Part of the EIB Group, the mission of the European Investment Fund (EIF) is to improve access to finance for SMEs and small mid-caps in Europe. We do this by supporting emerging and established fund managers with equity investments and by designing debt financing instruments that share the risk taken by financial institutions when they lend to or invest in small businesses. We bring this support closer to entrepreneurs through our extensive network of partners and financial intermediaries in all EU Member States and associated countries.

**_ Team purpose:_**

You will support the smooth running of activities by providing secretarial and administrative assistance to the Head of Department, the Head of Division and their teams.

You will assist the necessary business and provide administrative and secretarial follow up of the Department's, Division’s activities. These include oversight of key workflows and committees, management of calendars and events, and team / personal assistance.

**Operating network**:
You will report to the Head of Department/Division and work with all Division members, other Directorates and interface with external contacts to support the Department/Division's activities.

You will work in close cooperation with the other administrative assistants.

**Responsibilities**:
At a level commensurate with your experience and seniority, you will perform general secretarial duties, administrative tasks and will support the team in relevant tasks. You will have the following responsibilities:

- Proactively manage electronic agenda ensuring efficient time allocation in the calendar and resolving conflicting demands;
- Monitor work progress to ensure that the requests are successfully carried out in a timely manner;
- Organise business trips, prepare and submit the relevant expense reports, when applicable
- Organise meetings on site or via Internet with external counterparts;
- Prepare and set logístical planning of various events (e.g. conferences, weekly meetings, etc...);
- Follow regular meetings/committees and prepare related documentation;
- Work closely with other Assistants to ensure that administrative and/or operational procedures and deadlines are respected;
- Handle incoming and outgoing documents ensuring appropriate follow-up and respect of deadlines;
- Keep relevant documents/databases up to date (e.g., calendar events, etc.).
- Ensure effective and accurate filing of electronic, hard copy documents, and other information for easy access and retrieval.
- Support the payment process and invoices follow up (requisitions, PO, receipts, validations).
- Ensure the smooth integration of newcomers into the Divisions/teams.
- Support the teams in their operational activity.

**_ Qualifications:_**
- Certified secondary level education and certified professional accreditation;
- Minimum (3) three and maximum (5) five years’ relevant administrative experience in a financial or audit environment and understanding of financial documentation;
- Excellent knowledge of standard computer tools and MS Office tools (particularly Word, Excel and PowerPoint);
- Excellent written and spoken English; knowledge of other EU languages would be an advantage.

**_ Competencies:_**
- Excellent organisational and prioritisation skills;
- Flexibility to adapt to changing priorities;
- Excellent team spirit and interpersonal skills;
- Excellent verbal and written communication;
- Strong sense of responsibility and initiative;
- Ability to work reliably and accurately under pressure;
- Strong personal commitment.