The post of Administrative Assistant provides administrative support / assistance in managing priorities and workflow to the Head of Unit, providing back up to the assistant of the Executive Director, all other tasks as specified in the task below.

Main tasks:
• Coordinating and monitoring multiple and diverse activities and work processes of the Unit are properly carried out;
• Take responsibility for planning the Head of Unit agenda; effectively prioritise competing demands as well as coordinate the attendance to the meetings
• Serve as first point of contact and liaison with the Unit; follow up on tasks and ensure timely collection and submission of documents to the Head of Unit
• Deal with incoming emails to the functional email box of the Head of Unit and letters (including registration of correspondence, routing to relevant staff, tracking of replies); draft written correspondence on behalf of the Head of Unit; screen enquiries and requests, and handle them as appropriate;
• Organise and attend internal and external meetings, draft minutes and action points; ensure the Head of Unit well prepared and has all relevant documentation for such meetings
• Organise the Head of Unit’s missions (including travel arrangements, preparation of mission file, communication with external partners etc.)
• Maintain office systems, including data management and filing (electronic and paper);
• Handle a wide range of administrative duties/processes (e.g. timesheets, travel arrangements, mission reimbursements and other expense statements, office supply, conference room bookings and similar)
• Taking minutes at meetings when required
• Providing support to the Research and Science conference preparation when requested

Requirements:

Education:
• as minimum, secondary, post-secondary education attested;

Work experience:
• Minimum 5 years,

Knowledge and Skills:
• Excellent written and oral communication skills;
• Ability to work independently and as part of a team;
• Ability to work under time pressure;
• Creative personality and a good team player.
• High degree of discretion
• Work experience in an international organisation is an advantage
• Very good knowledge of the main office tools (Word, Excel, Outlook);

Advantageous
• Experience in working in international environment;
• Experience in providing administrative and secretarial support at executive level

Computer skills required:
Solid computer skills, including proficiency with Microsoft Office Applications (Word, Excel, PowerPoint)

Language skills required:
Very good command of both written and spoken English (C1 and above)

What we offer:

• Expected starting date and duration: 16 February 2025– 15 July 2025
• Monthly gross salary of the position: € 2,225.88
• Deadline for receiving resumes: 17 January 2025

PLEASE NOTE THAT CVs ARE ACCEPTED IN EUROPASS FORM ONLY