Senior Administrative Assistant

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Description

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• Prepare standard correspondence; proof-read and edit texts in English and/or finalise reports, notes letters, contracts and other documents prepared by the team;
• Coordinate business trips and travel arrangements (including visa applications and making online bookings), check and submit travel expenses for team members;
• Organise meetings and prepare minutes if needed;
• Manage of team members’ agendas;
• Ensure timely distribution of documents;
• Maintain internal databases and extract data;
• Assist contact persons in the filing and procedural completion of procurement requirements for projects outside the EU;
• File of notes, reports and documentation related to project data and sector studies; and archive as needed;
• Provide assistance in handling contracts with external consultants;
• Proactively participate and propose updates to procedural aspects for improving efficiency of tasks within the division;
• Replace other assistants within the division and/or department, if necessary.

• Secondary level diploma, completed with a 2-year certification in a relevant field (secretarial studies, business administration) or secondary level diploma with equally qualified experience in a relevant field;
• At least 3 years of relevant professional experience;
• Good knowledge of the standard computer tools (Word, Excel, Powerpoint). Knowledge of Serapis and Business Objects would be an advantage;
• Knowledge of EIB’s objectives, policies and procedures 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.

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