Executive Assistants

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• Function title: Executive Assistants
• Reference: NOC-HR-2022-FGIII/552
• Location: Brussels - Information about living in Brussels
• Nature of the competition: Internal and external competition
• Applicable regulations: Conditions of Employment of Contract Staff at EUROCONTROL
• Function group: Function group III
• Job level: 8-10 - Check salary simulations for the basic grade
• Generic post: Assistant
• Number of posts: 5
• Duration of engagement: 5 Year (s)
• Security clearance: Security vetting may be required in accordance with the relevant EUROCONTROL security provisions
• Directorate/Service: HRS/OFF - The HRS Office
• Competition publication date: 16/12/2022
• Competition closing date: 26/01/2023 (23:59 Brussels time)
• Reserve list: Applicable - See details in the "Useful information" section
  
  

Your teamWithin the Division Human Resources and Services , the Office of the Head of Human Resources Services (HRS) assists in the execution of the Head of HRS’ duties in both long term and the day-to-day business of the Directorate and other responsibilities assigned.The intention is to create a reserve list for similar positions within HRS and the Agency.Your roleYour role will be to:

• Assist in the organisation, co-ordination and monitoring of projects and activities to ensure execution according to plan.
• Research, gather or co-ordinate information to prepare reports, WPs, briefings, presentations, etc. and assist in the analysis and review of content.
• Be present at meetings to minute, track and report on progress on agreed actions.
• Provide support (e.g. collect agenda items, gather data, prepare statistics and files) in the preparation of meetings with internal/external stakeholders and to any individual essential projects as required.
• Assist in the follow-up of changing priorities, provide feedback and brief on pending matters.
• Draft correspondence and pro-active follow-up on outstanding replies; ensure an appropriate and timely answer.
• Provide administrative support (manage agenda, organise meetings, make travel arrangements, sort and dispatch information, etc.) and ensure that processes are correctly applied.
• Act as a key point of contact for internal and external stakeholders.
• Carry out any other task in line with the main purpose of the job.
  
  

Required qualifications, experience & competencies

• A level of post-secondary education attested by a diploma and appropriate professional experience of 3 years.
• In addition, a minimum of 3 years’ relevant professional experience, ideally in an international environment.
• Experience in project support (e.g. coordination, monitoring, preparation of status reports).
• Experience in assisting managers (e.g. senior managers, project managers).
• Experience in supporting / guiding (internal / external) stakeholders.
• Experience with administrative processes and support.
• Experience with and understanding of legal provisions and processes would be considered an added value.
• Drafting skills in English and French.
• Proficient user of MS Office.
• Experience in the use of web publishing tools or SharePoint would be an asset.
• Communication: You are able to foster two-way communication.
• Planning and organising: You know how to plan ahead and adapt as required.
• Quality focus: You set and foster high quality standards.
• Analytical thinking: You know how to break down information.
• Pro-active and dynamic attitude.
• 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 and independent users of French at least at level B1. The levels relate to the 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) pursuant to the provisions of the Conditions of Employment of Contract Staff at EUROCONTROL. The contract may be renewed. 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.
• In case of reserve list: Suitable candidates, however not selected to fill the post, will be placed on a reserve list for similar functions. The period of validity of reserve list is 1 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 .