(Senior) Executive Assistant

The (Senior) Executive Assistant ensures the effective coordination and operational functioning of the Office of the Ombudsperson by independently managing executive workflows, anticipating priorities and acting as key coordination point for sensitive internal interactions, enabling the Ombudsman to focus on institutional responsibilities. The role requires sound judgement, strong prioritisation, discretion, and handling confidential information with continuous awareness of sensitivity and vulnerability of colleagues.

Responsibilities

• Plan and organise various events, e.g. missions, (high-level) meetings (internal and external), receptions, and business trips/mission, including travel arrangements, administrative preparation and follow-up as well as preparation of required documentation and information
• Independently manage and optimise the Ombudsperson’s agenda by assessing priorities, resolving competing demands and proactively adjusting schedules in response to emerging issues
• Act as central coordination and interface point between the Office of the Ombudsperson and internal and external stakeholders ensuring timely, accurate and confidential exchange of information and facilitating the smooth handling of sensitive matters
• Managing correspondence, preparing replies and/or ensure appropriate follow up and meeting deadlines
• Coordinate the preparation, quality-checking and timely submission of documentation and files to the Ombudsperson’s approval/action, ensuring timely preparation and review of the files for the executive and others meetings
• Maintain appropriate electronic and paper filing system, as well as ensuring data quality, to enable easy access and retrieval
• Perform other ad hoc tasks upon request to support the organisational unit, research support, organisation of events and project related work
• Serve as a reference point within the Office of the Ombudsperson for administrative coordination, ensuring continuity of operations and consistent application of working practices
• Identify, propose and implement improvements to administrative and operational processes within the Office of the Ombudsperson, contributing to efficiency, reliability and consistent handling of sensitive cases.

Requirements

• Secondary level education, complemented with a 2-year certification in a relevant field (e.g. secretarial studies, business administration), or secondary level education with equally qualified experience in a relevant field
• At least 5 years’ professional experience in an administrative support role, experience as a personal assistant with responsibilities at management level would be an advantage
• Familiarity with the EIB Group’s activities, organisational structure and key stakeholders, as well as its policies, processes and procedures, would be an advantage
• Good knowledge standard office tools (Word, Excel, PowerPoint, Intranet, MS Outlook)
• Strong organisational skills, with the ability to prioritise effectively, manage multiple tasks, and ensure a high level of accuracy and attention to detail
• Strong sense of responsibility and initiative, with the ability to take ownership of tasks and deliver reliably to a high standard
• Tact, discretion and diplomacy, combined with excellent communication skills and the ability to interact confidently with senior internal and external stakeholders, while adapting flexibly to varying business needs
• Ability to work independently and as part of a team, as the situation requires.
• Excellent knowledge of English and/or French, with a good command of the other. Knowledge of other EU languages would be an advantage

Skills

• Administrative Support
• Personal Assistance
• Office Tools
• Word
• Excel
• Power Point
• Microsoft Outlook
• Intranet
• Organizational Skills
• Task Prioritization
• Attention to Detail
• Discretion
• Diplomacy
• Communications Skills
• Stakeholder Interaction
• Workflow Management Skills
• Confidential Information Handling
• Independent Work
• Teamwork

Languages

English, French