(Senior) Administrative Assistants

These positions are based at our Luxembourg headquarters and requires regular office presence. The EIB offers you the opportunity to live and work in a truly international and multi-cultural environment. We also offer relocation support.
The EIB, the European Union's bank, is seeking to recruit for its Operations Directorate (OPS) - Several Departments at its headquarters in Luxembourg, (Senior) Administrative Assistants.

These are full time positions at grade 1/2 for which the EIB offers a permanent contract.

Panel interviews are anticipated for February 2025

Purpose

As (Senior) Administrative assistant, you will provide administrative assistance to the relevant Head of Division and other colleagues in the team, with the objective of contributing to the efficiency and performance of the team's overall activity.

Specific Post Environment

This publication targets several (Senior) Administrative Assistant positions in transactional departments and non-transactional departments in Operations Directorate.

Operating Network

You will report to Head of Division or Head of Unit, depending on the structure of the team assigned. You will have regular contact with colleagues in other Directorates, notably with Legal, Risk &Compliance and Project Directorates.

Accountabilities

• Assist loan/investment officers in updating and compiling business information and organising contacts during the project origination phase.
• Handle the administrative coordination of the whole lending or investment process (monitoring of deadlines, organisation of meetings, appointments and business trips for the loan officers and the Head of Division).
• Prepare briefing papers for meetings and business trips.
• Assist the loan/investment officers during the lending process and, as appropriate, in the follow up of projects (in close coordination with the other Directorates participating in the process).
• Finalise, distribute and file documents and reports prepared by loan officers.
• Handle telephone contacts with clients and follow information flow while loan/investment officers are on mission.
• Keep statistics and work pipeline up-to-date and monitor that procedures are followed during the lending/investment process.
• Undertake ad hoc research tasks such as Internet searches and data presentation. Prepare reports and statistics in the areas covered by the Division.
• Assist with the organisation of meetings and conferences.
• Cooperate with the other secretaries and members of the Department and when appropriate train new colleagues on Bank procedures and processes.
• Contribute to a good working atmosphere within the division and the Department in order to facilitate the timely implementation of tasks, smooth flow of information and achievement of objectives.

Qualifications

• Secondary level diploma
• Minimum 3 years relevant professional experience in providing administrative support.
• Knowledge of Lending Operations would be an advantage.
• Excellent knowledge of the MS Office tools (Word, Excel, Powerpoint).
• Knowledge of Business Objects and lending applications would be an advantage.
• Excellent knowledge of English and/or French (*), with a good command of the other. Knowledge of any other European language would be an advantage.

Competencies

Find out more about EIB core competencies here

To find out more about our eligibility criteria click here

(*) Unless stated explicitly as a required qualification, a good command of French is not a pre-requisite for hire. As both English and French are however official working languages of the EIB, proficiency in both languages is a pre-requisite for your future career development. Any language clause in your contract must be fulfilled in order for you to be eligible for a promotion (either via the annual appraisal cycle or via an internal selection process). Proficiency is understood to mean the attainment of level 5 of the Inter Institutional language courses, corresponding to B1.2 of the Common European Framework of Reference for Languages (CEFRL). The Bank offers appropriate training support.

We hire and value talent with unique characteristics, creating a work environment where they can be themselves. We believe that Diversity, Equity and Inclusion makes us a performing and innovative organisation. We encourage all suitably qualified and eligible candidates to apply regardless of their gender identity/expression, age, racial, ethnic and cultural background, religion and beliefs, sexual orientation, disability or neurodiversity.

We strongly invite applicants with a disability, neurodivergent profile or chronic condition to request reasonable accommodations at any stage during the recruitment process. Please contact the EIB Recruitment team [email protected] who will ensure that your request is handled.

By applying for this position, you acknowledge the importance of maintaining the security and integrity of the Information of the EIB Group. In case of selection for the position you agree to comply with all measures (policies, controls, document classification and management) implemented by the EIB Group to prevent unauthorised disclosure of any information or any damage to the EIB Group reputation.

Deadline for applications: 30th January 2025

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