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 improve the safety and efficiency of air traffic management across Europe. With a workforce of over 1,800 employees, EUROCONTROL operates in various countries, providing essential services to enhance the performance of the European air traffic management system. The organization is committed to fostering collaboration among its member states and ensuring the sustainable development of air transport in Europe.

Job Overview:
The Administrative Assistant (Governance Support) will play a crucial role within the Strategy, Engagement and Institutional Relations (SEIR) Unit, which reports directly to the Director General of 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 that all logistical aspects are handled efficiently. This role requires a proactive approach to managing communications and documentation, as well as a strong focus on maintaining high standards of quality and accuracy in all outputs. The Administrative Assistant will also be expected to liaise with both internal and external stakeholders, ensuring that all processes align with the organization's governance framework and operational needs.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Assistant include, but are not limited to:

• Providing logistical support for meetings, including planning, preparing, and executing all necessary arrangements such as venue selection, document preparation, and coordination with service providers.
• Ensuring timely reception and coordination of all required documents, including visa applications and formal approvals for submissions to governing bodies.
• Proofreading and ensuring the accuracy and consistency of official texts and publications, collaborating with translators and internal authors to maintain quality standards.
• Advising members of various bodies on meeting procedures and administrative matters, ensuring clarity and compliance with established protocols.
• Drafting summaries of meetings and handling requests from delegates and national administrations, particularly regarding sensitive or confidential matters.
• Acting as the web content and engagement manager, ensuring that published information is consistent and up-to-date.
• Supporting communication activities related to the SEIR Unit's initiatives and maintaining relevant databases and filing systems.
• Carrying out any additional tasks as required to support the overall objectives of the unit and the organization.

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

• Completion of secondary education in a relevant domain (such as office administration or communication) at the European Qualifications Framework (EQF) level 4, followed by at least three years of relevant professional experience in an administrative, secretarial, or communication role.
• Completion of post-secondary education in a relevant domain at EQF level 5, followed by at least one year of relevant professional experience in similar functions. Experience in national administration is considered an advantage, as is familiarity with standard office applications and web publishing tools. Knowledge of modern engagement tools and Salesforce is also beneficial.

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 a similar domain. The qualifications must meet the European Qualifications Framework (EQF) levels specified for the role, ensuring that candidates possess the necessary foundational knowledge and skills to perform effectively in an administrative capacity.

Experience:
The level of experience required for this position varies based on the educational background. Candidates with secondary education must have at least three years of relevant professional experience, while those with post-secondary education need a minimum of one year of experience in administrative, secretarial, or communication roles. Experience in a national administration setting is advantageous, as is familiarity with office applications and web publishing tools.

Languages:
Proficiency in English and French is mandatory for this position. Candidates must demonstrate a high level of proficiency in English (C1/C2) and a good command of French (B1/B2). Knowledge of additional European languages is considered an asset, enhancing the candidate's ability to communicate effectively in a multicultural environment.

Additional Notes:
The position is offered on a contract basis for a duration of three years, with the possibility of renewal or conversion under specific conditions. Candidates must reside in Brussels or nearby to fulfill the job requirements effectively. The selected candidate will undergo a probationary period of nine months before being established in the post. The contract may be renewed multiple times, but the total duration, including all renewals, cannot exceed nine years. The working arrangement is hybrid, allowing for a combination of onsite and remote work, subject to managerial approval and business needs. Applications are accepted only from nationals of EUROCONTROL Member States, and candidates must provide evidence of meeting the minimum education requirements if requested.