(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, including climate action, infrastructure development, and economic growth. The EIB operates in over 160 countries and employs around 3,000 staff members, working in a diverse and multicultural environment. The bank's mission is to support sustainable investment and foster economic development across Europe and beyond, making it a key player in the EU's financial landscape.

Job Overview:
The (Senior) Executive Assistant position is a pivotal role within the President’s Office and Vice-President Offices of the EIB's Management Committee. This role requires a high level of executive and administrative support to ensure the smooth operation of the office. The successful candidate will be responsible for coordinating day-to-day workflows, managing sensitive information, and providing essential support to senior management. The position demands strong organizational skills, the ability to handle complex tasks independently, and a commitment to maintaining confidentiality and professionalism in all interactions. The role is full-time and based at the EIB's headquarters in Luxembourg, with a contract duration of three years. The recruitment process aims to establish a talent pool for current and future needs, allowing for flexibility in position levels and contract types based on organizational requirements.

Duties and Responsibilities:
The duties and responsibilities of the (Senior) Executive Assistant include: organizing meetings, business trips, and missions; managing the President’s or Vice-President’s agenda; coordinating appointments and resolving scheduling conflicts; handling telephone coverage and incoming correspondence; preparing and distributing documents in accordance with EIB Group procedures; managing correspondence and ensuring timely follow-up; maintaining accurate filing systems; conducting ad hoc research to support office operations; contributing to the improvement of secretarial and operational methods; and providing backup support for other Executive Assistants as needed. The role requires a proactive approach to managing workflows and ensuring that all tasks are completed efficiently and effectively, while also maintaining a high standard of quality in all outputs.

Required Qualifications:
Candidates must possess a secondary-level diploma complemented by a two-year certification in a relevant field, such as secretarial studies or business administration. Additionally, a minimum of five years of professional experience in an administrative support role is required, with at least two years in a personal assistant capacity at a management level. Familiarity with the EIB Group’s activities, organizational structure, and processes is advantageous, as is knowledge of the practices and procedures of the Governing Bodies. Proficiency in standard office tools such as Word, Excel, and PowerPoint is essential, along with strong organizational skills and the ability to prioritize effectively in a dynamic environment. Candidates should demonstrate a strong sense of responsibility, initiative, and attention to detail, as well as excellent communication skills and the ability to interact confidently with senior contacts.

Educational Background:
The educational background required for this position includes a secondary-level diploma and a two-year certification in a relevant field, such as secretarial studies or business administration. This educational foundation is essential for understanding the administrative and operational functions required in a high-level executive support role.

Experience:
The position requires at least five years of professional experience in an administrative support role, with a preference for candidates who have at least two years of experience as a personal assistant to management. This experience should include familiarity with the workings of senior management offices and the ability to handle complex administrative tasks independently.

Languages:
Proficiency in the German language is mandatory for this position, along with an excellent command of English and/or French. A good command of the other language is also required. Knowledge of additional EU languages would be considered a distinct advantage, particularly depending on the office supported. Candidates must be prepared to meet language proficiency requirements for career development within the EIB.

Additional Notes:
This position is a full-time role with a contract duration of three years. The recruitment process is open and will remain so until the position is filled. Candidates should be aware that the EIB values diversity and inclusion and encourages all qualified candidates to apply, regardless of their background. The bank offers relocation support and emphasizes the importance of maintaining the security" style="border-bottom: 1px dotted #007bff !important;">security and integrity of information within the EIB Group. By applying, candidates agree to comply with all measures implemented to protect sensitive information.