Senior Operational Assistant

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Description

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• Assist in the accurate preparation of original legal documents and in the finalisation / administration of contractual documentation (such as finance contracts, guarantee agreements, collateral agreement and side letters and contractual modifications).
• Assist and ensure follow-up of all procedures both before and after signature of legal documents (e.g. prepare and circulate legal contributions to internal decision-making documents, prepare and distribute contractual documents, ensure due circulation of documents both inside and outside the organisation, handle notification of signatures, ensure electronic and paper archiving, store documents using the EIB electronic document management system (GED – Livelink), handle notes and other memoranda.
• Carry out general secretarial duties and administrative tasks, including telephone coverage, mail/document control and distribution, filing, organisation of meetings, managing calendars.
• Prepare and follow-up purchase orders 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.
• Provide administrative support to the Division where necessary assisting in the accurate preparation and processing /dispatching of documents, monitoring MC/CA agenda including JU fiches, preparing or review documentation and information for HoD approval/action.
• Contribute to the development of the administrative procedures and processes with the guidance of the principal assistant and/or Head of Division, initiate improvements and participate in the optimisation of working methods.
• Build and maintain good working relationships with other assistants.

• Secondary level diploma completed with a 2-year certification in a relevant field or secondary level diploma with equally qualified experience in a relevant field.
• Formal secretarial training is a distinctive advantage.
• At least 3 years of relevant, professional experience (i.e. in similar or related tasks); experience acquired as administrative/operational assistant in a law firm, corporate legal function, or any other legal environment, is a distinctive advantage.
• Very good knowledge of the standard IT & office tools (particularly Word, Excel, PowerPoint, and Outlook), Acrobat, common office hardware (e.g., printing and scanning equipment); familiarity with Electronic Documents Management tools, electronic archiving, and reporting tools is an advantage.
• Excellent knowledge of English and French (oral and written) is required.

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