Administrative Assistant (Governance Support)

Job Posting Organization:
EUROCONTROL is an intergovernmental organization established to support European aviation. It was founded in 1960 and has grown to include 41 member states. The organization aims to enhance the safety and efficiency of air traffic management in Europe. With a workforce of over 1,800 employees, EUROCONTROL operates across various countries, providing essential services to ensure the smooth functioning of air traffic in the region. The organization is committed to innovation and collaboration, working closely with stakeholders to improve air traffic management and support the development of a sustainable aviation system.

Job Overview:
The Administrative Assistant (Governance Support) will play a crucial role within the Strategy, Engagement and Institutional Relations (SEIR) Unit at EUROCONTROL. This position involves providing comprehensive administrative and engagement support for the planning, execution, and monitoring of operations related to various working groups. The successful candidate will be responsible for organizing meetings, preparing necessary documents, and ensuring effective communication among internal and external stakeholders. The role requires a proactive approach to managing logistics, coordinating with various services, and maintaining high standards of accuracy and quality in all official texts and publications. The Administrative Assistant will also be tasked with advising members of governing bodies on meeting procedures and administrative matters, thereby contributing to the overall governance and operational efficiency of the organization.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Assistant (Governance Support) include:

• Providing administrative support for the planning and execution of meetings, including logistics, document preparation, and correspondence.
• Coordinating the reception and processing of all required documents within set deadlines, including visa applications and formal approval procedures.
• Proofreading and ensuring the accuracy and conformity of official texts and publications, collaborating with translators and internal authors.
• Advising members of various bodies on meeting procedures and administrative matters.
• Drafting summaries of meetings and handling requests from delegates and national administrations, including sensitive matters.
• Acting as the web content and engagement manager, ensuring consistency and maintenance of published information.
• Supporting communication activities related to management and staff.
• Developing and maintaining filing systems and relevant databases.
• Carrying out any other tasks in line with the main purpose of the job.

Required Qualifications:
Candidates must meet one of the following educational and professional experience requirements:

• Completion of secondary education in a relevant domain (office administration, communication, etc.) at European Qualifications Framework (EQF) level 4, followed by at least 3 years of relevant professional experience in an administrative, secretarial, or communication function.
• Completion of post-secondary education in a relevant domain at EQF level 5, followed by at least 1 year of relevant professional experience. Experience in national administration is advantageous. Proficiency in standard Office applications and familiarity with web publishing tools or SharePoint is preferred. Knowledge of modern engagement tools and Salesforce is also beneficial. Candidates should demonstrate strong drafting skills in English and French, along with a focus on results, planning, quality, communication, teamwork, and discretion.

Educational Background:
The educational background required for this position includes either a secondary education in a relevant field such as office administration or communication, or a post-secondary education in the same domains. The qualifications must meet the European Qualifications Framework (EQF) levels specified, ensuring that candidates possess the necessary foundational knowledge and skills to perform effectively in the role.

Experience:
The level of experience required for the Administrative Assistant position includes a minimum of 3 years of relevant professional experience for candidates with secondary education, or at least 1 year for those with post-secondary education. Experience in administrative, secretarial, or communication functions is essential, and familiarity with national administration is considered an advantage. Candidates should also have experience using standard Office applications and web publishing tools, as well as modern engagement tools.

Languages:
Proficiency in English at level C1/C2 (oral/written) and French at level B1/B2 is mandatory for this position. Knowledge of additional European languages would be advantageous, enhancing the candidate's ability to communicate effectively in a multicultural environment. The language proficiency levels correspond to the Common European Framework of Reference for Languages (CEFR).

Additional Notes:
The position is offered on a contract basis for a duration of 3 years, with the possibility of renewal or conversion under specific conditions. Candidates must successfully complete a probationary period of nine months before being established in the post. The selected candidate will be engaged at the basic grade of the advertised grades, and candidates not selected will be placed on a reserve list for similar roles, valid for one year from the closing date of applications. The organization operates a hybrid working model, allowing for a combination of onsite presence and remote work, subject to managerial approval. EUROCONTROL is committed to equality and diversity, and in cases of equal merit, preference may be given to applicants from under-represented diversity characteristics.