Senior) Administrative Assistant – based in Luxembourg chez European Investment Bank (EIB)

This position is based at our Luxembourg headquarters and requires regular office presence. The EIB offers you the opportunity to live and work in a truly international and multi-cultural environment. We also offer relocation support.

The EIB, the European Union’s bank, is seeking to recruit for its EIB Global Directorate (GLO), International Partners Department (IP), Asia and Pacific – Public Sector Division (ASIAN & PAC PUB SEC) at its headquarters in Luxembourg, a (Senior) Administrative Assistant.

This is a full-time position at grade 1/2 for which the EIB offers a permanent contract.

Panel interviews are anticipated for end of February.

Purpose

The (Senior) Administrative Assistant will provide secretarial and administrative assistance to the staff of the division with the objective of contributing to the efficiency and performance of the team’s overall activity.

Operating Network

The (Senior) Administrative Assistant will report to the Head of Division and will work with all its members, as well as interface with other Departments and Directorates in relation to the tasks of the Division.

Accountabilities

• Handle the administrative coordination of the activity of the division (monitoring the flow of loan appraisal documents including applicable deadlines, organization of meetings and appointments)
• Prepare briefing papers for meetings and business trips.
• Coordinate and support the team with the Notes system: create notes in the system, update and prepare properties, work on the calendar to be followed, support in terms of distribution, preparation of final documents.
• Coordinate and perform a diverse set of administrative tasks for the division: organization of events, update of the shared calendar, data entry management, update of distribution lists, preparation of documents for signature etc.
• Ensuring the data quality (through discussions with the loan officers);
• Proactive planning of documents to be distributed to the Management Committee and Board.
• Run regular Business Objects queries allowing for regular high-level data controls.
• Finalize, distribute and file documents and reports prepared by the staff of the division.
• Keep statistics and work plan up-to-date; monitor that procedures are followed within the Strategy Division and the whole Department in order to facilitate the timely implementation of tasks, smooth flow of information and achievement of objectives.
• Coordinate and send letters related to loans, grants, active and legacy mandates to different Member States, European Commission, EU Delegations, and public sector counterparts across Asia, Central Asia, and the Pacific.
• Keep up-to-date the list of contacts across the EIB GLO Asia Pacific counterparts.
• Organize and coordinate external guests and visits with Protocol (access to premises, booking of rooms etc).

Qualifications

• Secondary level education, complemented with a 2-year certification in a relevant field (economics, accounting, legal, business administration) or secondary level education with equally qualified experience in a relevant field.
• At least 3 years of relevant professional experience at support level, preferably in front/middle office function.
• Strong sense of responsibility and initiative and good organizational skills.
• Ability to work accurately under pressure, to meet deadlines and priorities; work with flexibility and availability.
• Excellent knowledge of the Bank’s standard computer tools would be an advantage.
• Excellent knowledge of MS Office tools (Word, Excel, PowerPoint). Knowledge of Business Objects would be an advantage.
• Excellent knowledge of English and/or French (*), with a good command of the other. Knowledge of other EU languages would be an advantage.
• Knowledge of languages spoken in Asia, and/or Central Asia would be an advantage.

Competencies

Find out more about EIB core competencies here

To find out more about our eligibility criteria click here

(*) Unless stated explicitly as a required qualification, a good command of French is not a pre-requisite for hire. As both English and French are however official working languages of the EIB, proficiency in both languages is a pre-requisite for your future career development. Any language clause in your contract must be fulfilled in order for you to be eligible for a promotion (either via the annual appraisal cycle or via an internal selection process). Proficiency is understood to mean the attainment of level 5 of the Inter Institutional language courses, corresponding to B1.2 of the Common European Framework of Reference for Languages (CEFRL). The Bank offers appropriate training support.

We hire and value talent with unique characteristics, creating a work environment where they can be themselves. We believe that Diversity, Equity and Inclusion makes us a performing and innovative organisation. We encourage all suitably qualified and eligible candidates to apply regardless of their gender identity/expression, age, racial, ethnic and cultural background, religion and beliefs, sexual orientation, disability or neurodiversity.

We strongly invite applicants with a disability, neurodivergent profile or chronic condition to request reasonable accommodations at any stage during the recruitment process. Please contact the EIB Recruitment team Jobs@eib.org who will ensure that your request is handled.

By applying for this position, you acknowledge the importance of maintaining the security and integrity of the Information of the EIB Group. In case of selection for the position you agree to comply with all measures (policies, controls, document classification and management) implemented by the EIB Group to prevent unauthorised disclosure of any information or any damage to the EIB Group reputation.

Deadline for applications: 19th February 2025