(Senior) Executive Assistant

Job Posting Organization:
The European Investment Bank (EIB) is the bank of the European Union, established in 195

• It plays a crucial role in financing projects that contribute to the EU's policy objectives. The EIB operates in over 160 countries and employs approximately 3,500 staff members. Its mission is to support sustainable investment in Europe and beyond, focusing on projects that promote innovation, infrastructure, and environmental sustainability. The EIB is committed to fostering a diverse and inclusive workplace, ensuring that all employees can thrive and contribute to the bank's goals.

Job Overview:
The (Senior) Executive Assistant position at the EIB Global Directorate (GLO) – Partnership for Impact Department (PFI) is a full-time role based at the EIB headquarters in Luxembourg. The successful candidate will provide high-level executive assistance to the Director of the PFI Department, ensuring the effective running of the department through efficient coordination and communication. This role requires regular office presence and involves interacting with a wide range of senior stakeholders, making it essential for the candidate to possess strong organizational and communication skills. The position is designed for individuals who can manage complex tasks and maintain confidentiality while supporting the department's objectives.

Duties and Responsibilities:
The (Senior) Executive Assistant will be responsible for a variety of tasks, including acting as the primary point of contact for the Head of Department on sensitive and confidential matters. The role involves managing and coordinating the agenda of the Head of Department, prioritizing and scheduling appointments, and organizing meetings and professional trips. The assistant will screen, prioritize, and follow up on incoming correspondence, ensuring timely responses and high-quality outputs for documents requiring approval or signature. Additionally, the assistant will prepare and finalize briefings, notes, correspondence, and presentations, ensuring clarity and accuracy. The role also includes facilitating effective information flow within the PFI Department and between the Head of Department’s office and other services, supporting the preparation and follow-up of department-level meetings, and maintaining Teams and SharePoint spaces for effective document management. The assistant will contribute to process optimization and uphold the highest standards of confidentiality and professionalism.

Required Qualifications:
Candidates must possess secondary level education, complemented by a 2-year certification in a relevant field such as secretarial studies or business administration, or equivalent experience in a relevant field. A minimum of five years of relevant professional experience is required, with experience as an Executive Assistant supporting a senior-level manager in a complex environment being advantageous. Candidates should have proven experience handling confidential information, a good understanding of institutional or corporate environments, and the ability to anticipate needs and manage information flows effectively. Excellent organizational and planning skills, outstanding written and verbal communication skills, and a high degree of autonomy, reliability, discretion, proactivity, and service orientation are essential for this role.

Educational Background:
The educational background required for this position includes secondary level education, which must be complemented by a 2-year certification in a relevant field such as secretarial studies or business administration. Alternatively, candidates may qualify with secondary level education and equally qualified experience in a relevant field. This educational foundation is crucial for understanding the complexities of the role and effectively supporting the Director of the PFI Department.

Experience:
The position requires a minimum of five years of relevant professional experience. Candidates should have experience as an Executive Assistant supporting a senior-level manager in a complex environment, which would provide them with the necessary skills to handle the responsibilities of this role effectively. Proven experience in managing confidential information and navigating institutional or corporate environments is also essential.

Languages:
Fluency in English, both written and spoken, is mandatory for this position. Knowledge of French is considered an advantage, as both English and French are official working languages of the EIB. Proficiency in any other EU language would also be beneficial. It is important for candidates to understand that proficiency in both English and French is a prerequisite for future career development within the organization, and they must fulfill any language clause in their contract to be eligible for promotions.

Additional Notes:
This is a full-time position at grade 2/3, and the EIB offers a permanent contract. Panel interviews are anticipated for July. The EIB provides relocation support for candidates moving to Luxembourg. The organization values diversity, equity, and inclusion, encouraging all suitably qualified candidates to apply regardless of their background. Additionally, the EIB is committed to maintaining the security" style="border-bottom: 1px dotted #007bff !important;">security and integrity of its information, and candidates must agree to comply with all measures implemented by the EIB Group to prevent unauthorized disclosure of information.