Secretary/Administrative Support (Legal Service)

Job Posting Organization:
EUROCONTROL is an intergovernmental organization established to support European aviation. Founded in 1960, it has grown to encompass 41 member states and employs over 1,800 staff members. The organization is dedicated to ensuring safe and efficient air traffic management across Europe, working closely with various stakeholders in the aviation sector. EUROCONTROL's mission is to enhance the performance of air traffic management in Europe, ensuring that the aviation system is safe, efficient, and environmentally sustainable. The organization operates in multiple countries across Europe, providing a collaborative platform for its member states to address common challenges in air traffic management.

Job Overview:
The Secretary/Administrative Support role within the Legal Service at EUROCONTROL is crucial for providing comprehensive administrative and secretarial support to the Director General and the Legal Service team. The position requires a proactive approach to managing various administrative tasks, including agenda management, document drafting, and ensuring timely communication and follow-up on legal submissions. The selected candidate will play a key role in maintaining the efficiency of the Legal Service by organizing and updating databases, managing office supplies, and supporting internal staff management processes. This position also involves assisting with budget tasks and ensuring that all administrative operations related to legal matters are executed smoothly and efficiently. The role is hybrid, allowing for a blend of onsite and remote work, although full-time remote arrangements are not offered. Candidates must reside in Brussels or nearby to fulfill the job requirements effectively.

Duties and Responsibilities:
The duties and responsibilities of the Secretary/Administrative Support include:

• Providing secretarial and administrative support, including managing agendas, drafting documents such as letters and routing sheets, and preparing files and presentations for meetings.
• Proactively tracking progress on legal submissions and ensuring timely follow-up on actions, including proofreading and dispatching ILOAT submissions in coordination with legal experts.
• Processing various documents, including visa requests and internal circulation, and coordinating dispatch to external parties like law firms.
• Organizing and maintaining the Legal Service databases, ensuring accuracy, confidentiality, and proper filing for easy document retrieval.
• Supporting internal staff management processes, including managing absences and mission requests.
• Assisting with individual projects and ensuring efficient operation of tools and systems such as Teams and SharePoint.
• Assisting with budget tasks, including tracking invoices and supporting payment processing.
• Carrying out any other administrative or secretarial tasks as required to support the main purpose of the job.

Required Qualifications:
Candidates must possess post-secondary education attested by a diploma and have a minimum of 1 year of relevant experience in a secretarial or administrative function. Alternatively, candidates with secondary education attested by a diploma that provides access to post-secondary education and at least 3 years of relevant professional experience will also be considered. A background in secretarial or office administration is highly advantageous. Proficiency in Microsoft 365 applications, including SharePoint, Teams, Excel, Word, and PowerPoint, is essential. Candidates should also demonstrate strong drafting skills in both English and French, with knowledge of specific tools such as ChronoTime, SAP Concur, and DocuSign considered beneficial.

Educational Background:
The educational background required for this position includes a post-secondary diploma in a relevant field, such as secretarial studies or office administration. Candidates with a secondary education diploma that allows access to post-secondary education, combined with significant relevant professional experience, will also be considered eligible. The emphasis is on having a solid foundation in administrative practices and office management.

Experience:
The position requires candidates to have at least 1 year of relevant experience in a secretarial or administrative role if they hold a post-secondary diploma. For those with a secondary diploma, a minimum of 3 years of relevant professional experience is necessary. Experience in a legal or governmental environment is advantageous, as is familiarity with the specific administrative tools and systems used within the organization.

Languages:
Proficiency in both English and French is mandatory for this position, with candidates expected to demonstrate a high level of fluency at the C1/C2 level according to the Common European Framework of Reference for Languages (CEFR). This bilingual requirement is essential for effective communication within the multinational and multicultural environment of EUROCONTROL. Additional language skills may be considered an asset but are not mandatory.

Additional Notes:
The position is offered as a contract for a duration of 3 years, with the possibility of extension or conversion into a permanent contract after successful completion of a 9-month probationary period. The role is classified at job level 4-7, and candidates will be engaged at the basic grade of the advertised grades. Applications are accepted only from nationals of EUROCONTROL Member States. The selected candidate will be placed on a reserve list for similar roles if not selected, which will remain valid for one year from the closing date of applications. EUROCONTROL is committed to equality and diversity in its hiring practices.