Executive assistant M/F

We are looking for a bilingual (FR/EN) Executive Assistant!

Our client, a European institution, is looking for a French and English-speaking Executive Assistant. This is a temporary contract starting as soon as possible.

Responsibilities:

• Serve as primary point of contact and liaison for the Department Head on complex and confidential issues, both internally and externally.
• Assist the Department Head in all administrative tasks by screening and distributing incoming documents and correspondence; scheduling and prioritising on behalf of the Department Head and preparing responses and/or ensuring appropriate follow-up.
• Organise the Department Head's agenda by scheduling appointments and organising complex meetings; ensure appropriate follow-up of managerial decisions and divisional action plans.
• Ensure good information flow and circulate information of diverse and confidential nature within the Department in order to assist the Department Head in the performance of his duties and keep departmental staff informed/updated.
• Draft/edit/finalise correspondence on request and documents requiring the Department Head's approval and/or signature, ensuring quality control; attend meetings where appropriate.
• Coordinate with the secretariat and the secretariat of the other Department Heads, and maintain a good team spirit with the secretaries of the Department.
• Provide guidance to Department staff on administrative procedures; identify improvements and developments of existing methods and processes; suggest ways to streamline administrative procedures in order to enhance work organisation and effectiveness.
• Organise and update the Department Head's electronic filing system and if requested, paper filing.
• Act as back-up of the DG's secretariat and, if necessary, the secretariat of the other HR Department Heads.
• Assist DG Secretariat in managing and updating Governing Bodies Action Points via dedicated IT tool.
• Manage multiple conflicting priorities without loss of composure in an autonomous manner.

Academic qualifications and professional skills:

• Certified secondary level education, complemented with a 2-year certification in a relevant field (e.g. secretarial studies, business administration);
• At least 5 years of relevant professional experience;
• Strong customer orientation;
• Preserving confidentiality is mandatory
• Relevant professional experience, of which some acquired in an administrative environment;
• 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.
  
  
  • Ensuring accountability: Holding yourself and others accountable to meet commitments.
  • Collaborating: Building partnerships and working collaboratively with others to meet shared objectives. Agile communication skills are required in this role.
  • Cultivating innovation: Creating new and better ways for the organisation to be successful.
  • Driving results: Consistently achieving results, even under tough circumstances. This role especially requires a capacity to prioritise and work with tight deadlines, balancing delivery with attention to detail.
  • Instilling trust: Gaining the confidence and trust of others through honesty, integrity and authenticity. This role especially requires a capacity to handle sensitive information of a confidential nature.