Administrative Support

Tags: English Environment
  • Added Date: Thursday, 31 October 2024
  • Deadline Date: Thursday, 28 November 2024
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Follow up pro-actively on correspondence, outstanding replies and actions resulting from meetings. Support internal staff management processes such as leave, flexitime and missions, etc. Provide secretarial/administrative support to individual projects as required. Support the communication of relevant items to management and staff (inside and outside the service). Coordinate actions to organise the necessary meeting facilities and logistics in support of the organisation of meetings and special events. Utilize digital tools and software (e.g. SharePoint, Office365) for efficient task management, document organization, and communication. Organize and maintain digital and physical files, ensuring easy access and confidentiality as required; manage confidential information with discretion and integrity. Carry out any other administrative or secretarial task in line with the main purpose of the job.

Required qualifications, experience & competencies

Post-secondary education attested by a diploma or secondary education attested by a diploma giving access to post-secondary education and relevant professional experience of at least 2 years.

A secretarial or office administration education is considered a strong advantage.

In addition to the above, A minimum of 1-year relevant experience in an administrative or secretarial function. Experience in administrative support roles, with demonstrated ability to manage multiple priorities. Experience with preparing files and presentations for Director/Senior Management level. Experience in providing meeting support. Experience with mission preparation (i.e. flights, hotel bookings). Drafting skills in English as mandatory and French/Dutch/German as an asset. Experience in digital tools and technology, with the ability to adapt to new software and systems. Experience in the use of SharePoint/O365 would be an asset. Result focus: You strive to meet work expectations. Planning and organising: You display an organised and methodical approach. Quality focus: You deliver a consistent quality in work. Communication: You are able to foster two-way communication. Team work: You display a collaborative approach. Confidentiality and discretion Ability to work in a multinational and multicultural environment. Professional conduct in line with the corporate behaviours of the Agency, i.e. result-driven, readiness to change, customer focus, integrity and team-player approach. The working languages of the Agency are English and French. For this particular job, candidates must be proficient users of English at level C1.
The levels relate to the European-framework-reference Common European Framework of References for languages (CEFR).

Useful information

Applications will be accepted from nationals of EUROCONTROL Member States only. The selected candidate will be offered a contract of 5 Year(s) and it may be renewed up to a maximum of 9 years or converted into an undetermined contract pursuant to the provisions of the Conditions of Employment of Contract Staff at EUROCONTROL. Before being established in the post, he/she will be requested to provide certified copies of his/her degrees and successfully serve a probationary period of 9 months. The successful candidate shall be engaged in principle at the basic grade of the advertised grades. Candidates declared suitable who are not selected for the post will be placed on a reserve list for similar roles. The reserve list will be valid for one year from the closing date of applications. Information on salary and benefits can be found on our Careers site EUROCONTROL is an equal opportunities employer. We are committed to equality and diversity. In the event of equal merit, preference may be given to the applicant from the under-represented diversity characteristics in order to complement diversity of teams and rebalance the workforce. Candidates should go to our Careers site and read the tips on how to apply.

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