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Administrative Assistant in the European Investment Bank Office

31.05.2022 Expired
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The European Union Delegation to the United States of America, Washington DC is looking for:

Administrative Assistant in the European Investment Bank Office.

We are

The European Investment Bank (EIB) is the European Union’s financial institution. It works in support of EU development and economic cooperation policies by financing investment in both public and private sectors.

The employee will be hired by the European Union, represented by the Head of Delegation of the European Union to the United States of America, on behalf of the EIB to work as an Administrative Assistantat the EIB Regional Representation Office in Washington, on the basis of a local law employment contract of a fixed-term duration of three years, with possible renewal.

We offer

We offer an interesting and challenging post of an Administrative Assistant (Local Agent Group II) in the EIB Representation Office, comprising 5 people (4 based in Washington DC and 1 in New York). In this position, you will report to the Head of the EIB Representation in Washington and provide executive support to the members of the Representation and perform autonomously general tasks related to office management, ensuring the efficient organisation of the Representation and the timely completion of tasks.

  • Provide office support and secretarial/administrative assistance in order to contribute to the effective day-to-day running of the offices in Washington and New York. The support provided may include tasks related to residential and other local administration topics;
  • Act as an interface with the relevant counterparts for diplomatic and protocol procedures;
  • Execute administrative tasks, notably financial administration of the offices: handling and follow-up of book-keeping, logistics and monthly reporting to the Head of Office, maintaining and managing the petty cash ledger, supervising local bank accounts as well as payments to suppliers, liaising with relevant staff at Head Office and ensuring timely input, validation and reporting to the Head of Office;
  • Handle autonomously the office’s relationship with all facility vendors/brokers to ensure the provision and maintenance of office facilities, services supplies and IT equipment, in close collaboration with internal counterparts;
  • Management and interface with the various departments concerned at Headquarters for telephone equipment, desktop computers, video conferencing system, IT access rights;
  • Interface with various suppliers and administrative management of contracts;
  • Handling contracts and maintenance of expatriates’ residences;
  • Handling arrival and departure of expatriates;
  • Keep track in a cost efficient manner of the office supply inventory and ensure all necessary office insurances are kept up-to-date;
  • Assist in keeping the office manual up to date;
  • Assist in the organizing of EIB related events in the country;
  • Keeping incident logbook up to date. Preparation of inventories annually;
  • Maintain and update social media applications;
  • Management of incoming telephone calls and correspondence;
  • Organise and follow up diaries and organisation of internal and external meetings of the Head of Office;
  • Be central point of contact for the administration and requests from the EU Delegation, EU Member States, US authorities;
  • Responsible for the travel arrangements, travel authorisations and expense reports of the Head of Office and expatriates;
  • Provide general administrative assistance to EIB personnel on business trips in the region, in coordination with secretariats in Luxembourg;
  • Secretarial tasks (document archiving, etc.).

The salary is dependent on relevant and verified employment experience, starting from $77K (3 years' experience), $79K (5 years' experience), $86K (10 years’ experience) etc. There is a competitive benefits package including personal leave days and public holidays, flexible working hours, health insurance and a retirement savings plan. The post occasionally involves atypical working hours.

The expected start date will be 1 September 2022.

Selection criteria

We look for a committed and energetic colleague with strong experience and proven track record as a secretary/assistant. You should have:

  • Minimum High School education; a 2 year certification in a relevant field (secretarial studies, business administration) or equally qualified experience in a relevant field, an advantage;
  • At least 3 years relevant professional experience (secretarial, business administration etc.), experience in a financial/banking operational environment is an advantage;
  • Familiarity with basic accounting principles (i.e. required for maintaining the petty cash ledger and monthly office cost reporting);
  • Well-developed, demonstrated task management skills, particularly in capacity for organizing meetings and agendas, handling confidential matters;
  • Excellent organizational skills and ability to multi-task, as well as to balance demands and manage needs of the section;
  • Outstanding capacity to work and feel at ease in a diverse team; high flexibility and capacity to work under pressure, efficiency and resourcefulness;
  • Ability to take initiative, anticipate and resolve problems autonomously and accept responsibility;
  • Fluency in English, knowledge of second European language an advantage;
  • Excellent verbal, written and interpersonal communication skills;
  • Excellent computer skills, including Microsoft Word, Excel and Outlook, knowledge of scheduling tools and internet applications, as well as database experience.

How to apply

It is important to note that the Delegation of the European Union does not sponsor visas for Local Agents. Applicants must have an existing US work authorization that does not require Delegation of the European Union sponsorship.

Please submit your application including a cover letter and resume via the Indeed.com website no later than close of business on Tuesday, June 21 2022 (EST). Only applications received via Indeed.com will be considered.

The resume must also include the names and contact details of at least two referees who can attest to your professional and personal attributes in the event you are shortlisted for the post. References will only be taken up for those who are shortlisted. The successful candidate will be subject to a background check.

The process

After the deadline for applications, the applications will be reviewed by a Selection Panel set up for this purpose. The Selection Panel will prepare a short-list of candidates who are considered the most suitable for the post based on a preliminary assessment of the information provided in the cover letter and resume. The short-listed candidates will be invited to an assessment phase, which will include an interview and practical test. During this phase, the Selection Panel will assess the suitability of the candidates for the post. Those candidates who have not been short-listed will not be contacted individually; however, the Delegation will use the same means of publication as for this job advertisement to inform the remaining candidates once the recruitment procedure has been completed and that a candidate has (or has not) been recruited.

The Delegation will not supply additional information or discuss the selection procedure. During the selection process, please do not contact the members of the Selection Panel, but address your questions and comments to the Delegation’s Administration.

Job Type: Full-time

Pay: $77,000.00 - $86,000.00 per year

Benefits:

  • 401(k)
  • 401(k) matching
  • Dental insurance
  • Health insurance
  • Paid time off
  • Parental leave
  • Vision insurance

Schedule: Monday to Friday

COVID-19 considerations: Personal protective equipment (PPE) provided or required; social distancing guidelines in place; hybrid meetings offered; sanitizing/disinfecting/cleaning procedures in place

Application Question(s):

  • A 2 year certification in a relevant field (secretarial studies, business administration) or equally qualified experience in a relevant field, an advantage
  • Experience in a financial/banking operational environment is an advantage.
  • Do you have an existing US work authorization (e.g. US Citizen, Permanent Resident, EAD) that does not now or will not require EU Delegation sponsorship in the future?
  • Please describe in 1-2 sentences: How is your previous experience relevant to this role? Why are you a good fit for this job?

Education: High school or equivalent (Required)

Experience: Relevant secretarial/business administration/related: 3 years (Required)

Work Location: One location

Location
Washington, D.C.
Category
Local Agent
Deadline
How to apply?