Senior/Principal Operational Assistant

The Senior/Principal Operational Assistant provides high-quality administrative, organisational and coordination support to the Governance Division’s Board and General Meeting Unit at the European Investment Fund headquarters in Luxembourg. The role supports the organisation and follow-up of meetings, documentation preparation, correspondence management, and contributes to process optimisation and digitalisation projects.

Responsibilities

• Act as a primary operational point of contact for the Unit (with EIF/EIB and externally), including on confidential subjects, notably in order to address/filter information or logistical requests, and queries on matters within the Unit’s remit.
• Provide end-to-end support and administrative assistance in the execution of day-to-day activities of the Unit, in particular the organisation, preparation and follow-up of meetings or written procedures of the Board of Directors and the (Annual) General Meeting and, as necessary, the EIF Ethics and Compliance Committee.
• Prepare, quality-check and finalise documentation for the Governing Bodies, ensuring accuracy, consistency with templates, correct metadata, and timely dispatch.
• Proactively screen, prioritise and follow up on incoming correspondence, and generally manage the Unit’s shared mailboxes and contact databases in a timely and reliable manner.
• Process expenses of members of the Governing Bodies and support practical arrangements for Board members, including travel and accommodation matters as relevant.
• Contribute to the administration, maintenance and continuous enhancement of the Unit’s digital tools, platforms and collaboration spaces, including the Governing Bodies Portals, Teams and SharePoint environments.
• Support process optimisation, digitalisation and administrative best practice within the Unit, helping to improve ways of working, strengthen operational reliability and contribute to broader digitalisation-related projects.
• Provide effective back-up support across the Governance Division assistant network as required, contributing to continuity of service and collaborative delivery across governance-related activities.

Requirements

• Secondary level diploma complemented with a 2-year certification in a relevant field or secondary level education with equally qualified experience in relevant field.
• At least 5 (five) years of postgraduation (after having obtained your initial diploma) relevant professional experience in an administrative or operational support role.
• Excellent knowledge of standard computer tools and MS Office tools (particularly Word, Excel and PowerPoint).
• Excellent written and spoken English; knowledge of other EU languages would be a plus.
• Good understanding of the EIF’s organisational structure, processes and procedures would be an advantage.
• Ability to develop knowledge and understanding of the EIBG's policies and procedures and of relevant regulatory codes and codes of conduct to ensure own work adheres to those standards.
• Ability to effectively communicate thoughts and ideas across different channels to achieve targeted results with a variety of audiences.
• Knowledge and ability to apply a correct approach to managing the formatting, versions, storage, access, distribution, and archiving of documents.
• Knowledge and ability to design, deploy and maintain the Microsoft 365 suite of applications, including the automation of tasks and workflows.
• Ability to coordinate complex calendars using tools like Outlook and Google Calendar.
• Ability to keep sensitive information private, when necessary, under a wide range of circumstances following the confidentiality guidelines.
• Ability to facilitate the collaboration and coordination between diverse teams, ensuring effective communication, alignment of goals, and efficient execution of shared objectives.
• Ability to capture organisational issues and propose improvements to own and related processes and procedures.
• Ability to build internal and/or external networks of contacts with whom to exchange information or collaborate.
• Ability to identify, analyse, and correct errors or inconsistencies in work processes or outputs. Maintains a high level of accuracy in completing tasks, ensuring all elements are precise and aligned with established standards.

Skills

• Administrative Support
• Operational Support
• Microsoft Office Suite
• Word
• Excel
• Power Point
• MS Office 365
• Task Automation
• Workflow Automation
• Document Management
• Version Control Systems
• Data Archiving
• Calendar Coordination
• Outlook
• Google Calendar
• Confidentiality Management
• Process Improvement
• Stakeholder Communication
• Network Building
• Error Analysis
• Organizational Coordination

Languages

English