Senior Operational Assistant

tendersglobal.net

Job Description

The Assistant will perform a wide range of operational support, administrative and secretarial duties for the Division. The jobholder will share responsibilities with other assistants in the Division.

Operating Network:

The Assistant will report to the Head of Division and will work with all Division members (lawyers and assistants), other Directorates and interface with external contacts to support the Division’s operation.

Accountabilities:

Provide administrative support on legal documentation in collaboration with the Division’s lawyers, including: preparation of execution versions of contracts, processing of originals, follow-up with counterparts and other EIB operational directorates, notifications of signatures and document filing
Edit and proofread all outgoing documents in terms of compliance with administrative procedures and ensure quality control of documents
Prepare and follow-up purchase requests for consultancy and take care of administrative aspects in relation to in-house and external consultants
Prepare draft correspondence on various topics for the Division, including notes, reports, presentations
Verify data to be inserted in contractual documents and coordinate with other Directorates to assist lawyers in the preparation of new contracts and other documents
Make suggestions and contribute to improve key records management processes in the Division and the Department
Carry out general secretarial duties and administrative tasks, including telephone coverage, mail/document control and distribution, filing, organisation of meetings
Build and maintain good relationships with internal and external counterparts
Provide ad-hoc assistance for cross-Division projects and activities as required
Ensure back-up to colleagues to guarantee continuous business support

Qualifications:

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 post-qualification experience (i.e. in similar or related tasks); experience acquired as administrative assistant. Experience in in a law firm, corporate legal function, or any other legal environment, is an advantage;
Good knowledge of the standard IT & office tools (particularly Word, Excel, PowerPoint, and Outlook), Acrobat, common office hardware (e.g. printing, scanning, and faxing equipment); familiarity with Electronic Documents Management tools, electronic archiving, and reporting tools is an advantage;
Excellent knowledge of English and/or French (*), with a good command of the other.
Excellent knowledge of written and spoken Italian.
Knowledge of any another language of the European Union would be an asset.

Source: https://erecruitment.eib.org/psc/hr/EIBJOBS/CAREERS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&Action=U&FOCUS=Applicant&SiteId=1&JobOpeningId=109656&PostingSeq=2&

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