(Senior) Executive Assistants

Provide high-level executive, organisational and administrative support to senior management, enabling the efficient running of the relevant directorate, department, division or office. The role requires sound judgement, discretion, and a proactive approach to managing priorities, information flows, and senior-level interactions.

Responsibilities

• Act as a trusted point of contact for the senior manager, handling sensitive, complex and confidential matters with discretion and sound judgement.
• Manage and optimise the senior manager’s agenda, assess priorities, resolving competing demands, and coordinating appointments, meetings and professional travel.
• Organise internal and external meetings, missions, visits and events, including logistical arrangements, briefing materials, and timely follow-up.
• Screen, prioritise and follow up on incoming correspondence and requests, ensuring deadlines are met, and appropriate action is taken.
• Prepare, edit, quality-check and finalise correspondence, briefings, notes, presentations and documents requiring approval or signature.
• Facilitate effective information flow within the organisational unit and with other EIB Group services and external counterparts.
• Support management and team meetings, including preparation of documentation, monitoring of decisions, action points and deadlines, and communication of follow-up.
• Maintain well-organised electronic filing, document management and collaboration spaces, ensuring information is accurate, accessible and handled in line with applicable requirements.
• Provide guidance on administrative procedures and working practices, and identify opportunities to improve coordination, efficiency, and service quality.
• Provide cover or back-up support to other Executive Assistants where required and contribute to team continuity.
• Perform other administrative, coordination or project-related tasks in support of the organisational unit.
• Uphold the highest standards of confidentiality, discretion, reliability and professionalism.

Requirements

• Secondary level education, complemented with a 2-year certification in a relevant field (e.g. secretarial studies, business administration etc) or secondary level education with equally qualified experience in a relevant field
• At least 5 years of relevant professional experience, preferably in executive, personal or senior administrative assistance; experience supporting a senior-level manager in a complex institutional or corporate environment would be an advantage.
• Proven experience in handling confidential and strictly confidential information with tact, discretion, and sound judgement.
• Strong organisational and planning skills, with the ability to anticipate needs, prioritise effectively, manage competing demands, and deliver accurately under pressure.
• Excellent written and verbal communication skills, with the ability to interact confidently and diplomatically with a wide range of senior internal and external stakeholders.
• A high degree of autonomy, initiative, reliability, flexibility and service orientation, combined with the ability to work effectively as part of a team.
• Good understanding of administrative and operational procedures; experience in an international, institutional or corporate environment would be an advantage.
• Excellent knowledge of standard IT tools, particularly SharePoint, and MS Office tools (Word, Excel, PowerPoint).
• Fluency in English, both written and spoken. Knowledge of French and/or other EU languages would be an advantage.

Skills

• Executive Assistance
• Personal Assistance
• Senior Administrative Assistance
• Confidential Information Handling
• Organizational Skills
• Planning Skills
• Prioritization
• Communications Skills
• Stakeholder Interaction
• Administrative Procedures
• Operational Procedures
• SharePoint Development
• MS Word
• MS Excel
• MS PowerPoint

Languages

English, French