Personal Assistant

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Job description

Main responsibilities

  • Proactively manage complex diaries and dynamic schedules; effectively plan the manager’s agenda with focus on short- and long-term horizon;
  • Provide personal assistance and support to the manager’s external engagements and missions; by taking into account the budget and travel policies in place, processing travel orders and reimbursement claims;
  • Assist in the monitoring of activities, work processes and in the management of priorities and workflows to ensure that deadlines are met;
  • Schedule internal, external or virtual meetings, liaise with reception to grant access to external visitors to the building; collect and prepare the relevant materials and coordinate briefings in close cooperation with other units/departments, take meeting minutes when required;
  • Assist with drafting, editing and versioning of briefings, presentations, spreadsheets, and other various documents; archive correspondence and documents;
  • Handle incoming and outgoing emails, letters and phone calls;
  • Exercise strong judgement and discretion with confidential information;
  • Provide support and ensure ongoing exchange of information with external stakeholders (EU institutions, competent national authorities, international organisations as well as private entities such as banks, banking associations) strictly following the EU protocol, guidelines and procedures;
  • Serve as first point of contact between senior management and staff and work in close cooperation with colleagues from other units/departments across the Authority;
  • Cover for other administrative support and secretarial staff in their absence and provide support to other members of a department management team, where relevant and if required;
  • Ensure flexibility in the provision of the above in the interest of the service;
  • Execute any other organisational and administrative tasks as may be required.

Contract Type And Duration

AST3