Senior Operational Assistant

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Description

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• 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

• 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.

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