Administrative assistant EN/FR M/F

Our client European Institution is looking for an administrative assistant to provide support to the team.
The person should preferably have experience in Banking / Financial field and he/she should be able to work independently and keen to learn. The post works alongside another administrative assistant in the Director's office, a team of 2, the whole Department is over 50 staff.

Exectution of administrative process:

• Ensure, in coordination with the other administrative assistant, the smooth running of the director's office. Coordinate arrangements for appointments and resolve conflicting demandes;
• Ensure the secretarial support of two of the 3 divisions of the department (about 25 staff);
• Manage regular updating of databases and statistics, plan and maintain the electronic archives of the department;
• Assist in the day to day monitoring of the department's activity as well as sensitive and confidential topics (e.g. department's administrative and training budgets follow up;
• Preparation and compilation of statistics;
• Support on staff-related issues such as recruitments and internal transfers);
• When required organise and/or coordinate meetings and business trips/missions, including travel arrangements, administrative preparation and follow-up as well as preparation of required documentation and background information;
• Back up of Administrative Assistants during their absence to guarantee continuous busiess support.

Execution of secretarial activities

• Manage correspondence and filter incoming inquiries (in particular phone calls and emails) according to the specific needs;
• Draft/finalise/edit correspondence on various topics on behalf of the director, attend meetings and draft minutes;
• Ensure accuracy of all documents produced within the department in terms of language (both English and French), grammar and content applying effective proofreading;
• Respond to enquiries directed to the department and ensure allocation of enquiry to the appropriate individual to resolve the issue;
• Maintain effective relationships internally and externally to ensure a good reputation of the department at all times and supervise effective completion of activities and processus;
• Ensure maintenance of distribution lists for the divisions and/or the Department;
• Distribute documents for the teams and accurate filing and data management of electronic and hard copy files, documents, data and other information.

Required education and experience:

• Certified secondary level education, complemented with a 2-year certification in a relevant field (e.g. secretarial studies, business administration);
• At least 3 years of relevant professional experience as an Administrative or Executive Assistant;
• Excellent knowledge of standard Microsoft Office tools (Word, Excel, and PowerPoint);
• Excellent command of written and oral English and French. Good knowledge of another EU language would be an advantage.