Overview
A dynamic administrative role providing executive support to the Head of Unit, managing schedules, coordinating meetings, and overseeing official correspondence.
Key Responsibilities
- Strategically manage the Head of Unit’s daily schedule, anticipating priorities.
- Coordinate meetings and organise missions, including booking arrangements and encoding in MIPS.
- Act as a central point of contact to streamline internal clerical workflows.
- Oversee and follow up on the lifecycle of incoming and outgoing official correspondence, ensuring precise archiving, tracking, and registration within the ARES application.
- Provide backup support to the unit's other secretary by assisting with the management and follow up of Interservice consultations and briefing requests.
- Perform administrative tasks to provide back-up support to the Director's secretariat or the secretariats of other units within the Directorate, as necessary.
Required Experience
- Solid administrative track record in executive assistance or advanced office management.
- Strong working knowledge of the European Commission’s administrative rules and procedures.
- Familiarity with corporate IT tools such as ARES (Document management), BASIS (Briefing tool), MIPS (Travels tool) and DECIDE (Decision-making tool) — or equivalent systems — would be considered an asset.
- Prior experience within a public administration or EU institution is highly valued.
Qualifications
- Have a level of post-secondary education attested by a diploma OR
- a level of secondary education attested by a diploma giving access to post-secondary education, and appropriate professional experience of at least three years.
