(Senior/Principal) Administrative Assistant

The European Investment Fund (EIF) is seeking to recruit for its General Secretariat –Governance Division a (Senior/Principal) Administrative Assistant (2/3-H/G). This is a full-time position (travel not required) for which the EIF offers a permanent contract.

Panel interviews via video-conference are anticipated for 2nd half of June 2024

Purpose

The Governance Division (GD) is composed of the Board of Directors & General Meeting, the Audit Board and the Executive Governance Units.

The GD is in charge of advising on corporate governance matters and providing organisational/advisory/decision-making support to EIF’s governing bodies (Chief Executive / Deputy Chief Executive, Board of Directors, Audit Board and General Meeting), as well as senior management committees, including the Executive and Senior Management Committee (ESMC) and the Product & Mandate Committee (PMC).

Additionally, the GD also actively supports the Chief Executive and Deputy Chief Executive (CE/DCE) in meetings, and external missions by providing them with relevant briefings, speaking points and advisory assistance.

The GD further supports the Head of Division and the Secretary General in policy, strategic, procedural and governance affairs, coming within their remit, and manages the process for the admission of new shareholders.

You will provide comprehensive administrative support across the scope of the GDs responsibilities, contributing to the efficiency and performance of the team’s overall activity.

Operating Network

You will support a small team of officers, alongside the team’s other assistants, and will report to the Head of the GD. You will work in close cooperation with other colleagues in the General Secretariat, the Chief of Staff, the CE/DCE and the assistant network at EIF service level.

In addition, you will also liaise closely on organisational, administrative and logistical matters with relevant EIB counterparts, in particular within the EIB - Governing Bodies Department of the General Secretariat, the Internal Audit department and the Protocol service. Interaction with the offices of the CE/DCE, Chairman of the Board, the members and advisors of the Board of Directors, the Audit Board and external shareholding counterparts, as and when necessary.

Responsibilities

Serve as primary point of contact for the Division (with EIF/EIB and externally) to ensure smooth coordination, including on managing confidential subjects, documents and sensitive information;

Assist the Head of the GD, the relevant Head of Units of the GD and team members in all administrative tasks, including screening and re-directing documents and e-mails, drafting correspondence or other communications, monitoring deadlines and generally ensuring the smooth flow of information;

Actively support the logistical preparation and administrative organisation and follow-up for internal and external meetings, in particular for the meetings of the ESMC, the PMC, Audit Board, as well as the Board of Directors and the Annual General Meeting as necessary, including but not limited to:

Scheduling meetings, booking conference rooms, and arranging necessary equipment and catering;

Supporting the accurate and timely distribution of agendas, documents and supporting materials for the meetings of the PMC, ESMC and the Governing Bodies, notably via the dedicated Portals and relevant office software and tools (e.g. OneDrive);

Assisting in the drafting of the meeting agendas, summaries of meetings, minutes, and follow-up action items in dedicated action logs;

Ensure effective and accurate document / information management and archiving. Proactively monitor and manage accordingly the team’s shared e-mail inboxes and contacts database;

Contribute to the administration and development of the EIFs Board and Audit Board Portals as well as relevant administrative processes to enhance efficiency, proactively identifying areas for improvement;

Assist in the coordination, preparation and timely distribution of relevant briefings, presentations, speaking points and materials in the context of the CE/DCE meetings and external missions;

Work closely with other EIF assistants in order to facilitate the timely implementation of tasks and respect of internal procedures and deadlines relevant to the team’s efficient functioning;

Provide back-up as necessary to the other assistants of the Division and the assistant to the Secretary General of the Fund and additional administrative support as needed;

Promote good communication, a friendly and welcoming working environment within the Division and ensure effective cooperation as well as dissemination of information and knowledge sharing.

Qualifications and requirements

Certified secondary-level education. Additional professional certificates or tertiary education would be a considerable advantage;

At least five (5) years relevant professional experience in a similar role, preferably supporting senior executives or management committees in a corporate governance environment, in the banking or financial sector;

Understanding of, or experience in, the following areas would be an advantage:

• EIFs objectives, lines of business activity and organisation;

• EIFs and EIBs governing bodies and institutional frameworks and the environment in which they operate;

Excellent knowledge of written and spoken English. Knowledge of another language of the European Union would be an asset;

Excellent command of Microsoft Outlook and Microsoft Word; good command of other Microsoft Office tools (e.g. OneDrive), with a demonstrated ability to adapt to diverse IT platforms.

Competencies

• Strong organisational skills and time management skills with ability to prioritize tasks effectively in a fast-paced environment, whilst working with precision and attention to detail;
• Excellent interpersonal and communication skills, with developed sense of discretion and confidentiality;
• Strong work ethic, demonstrating flexibility and availability to adapt to job demands;
• Ability to work independently, as well as cooperatively within a team, fostering a good working atmosphere with constructive and positive solution-oriented attitude.

Deadline for applications: 31 May 2024

We are an equal opportunity employer, who believes that diversity is good for our people and our business. As such, we promote the inclusion of suitably qualified and experienced staff without regard to their gender, age, racial or ethnic origin, religion or beliefs, sexual orientation/identity, or disability (*).

(*). Applications from men and persons with disabilities are particularly encouraged.

• These positions are based in Luxembourg and the selected candidates will be required to reside within 50km from EIF headquarters.

We are an equal opportunities employer, who believes that diversity is good for our people and our business. We encourage all suitably qualified and eligible candidates to apply regardless of their gender identity/expression, age, racial, ethnic and cultural background, religion and beliefs, sexual orientation/identity, disability or neurodiversity.

Applicants with specific needs are encouraged to request reasonable accommodations at any stage during the recruitment process. Please contact the EIF Recruitment team Recruitment@eif.org who will ensure that your request is handled.

By applying for this position you acknowledge the importance of maintaining the security and integrity of the Information of the EIB Group. In case of selection for the position you agree to comply with all measures (policies, controls, document classification and management) implemented by the EIB Group to prevent unauthorized disclosure of any information or any damage to the EIB Group reputation.

Due to high volume of applications, only candidates selected for interviews will be contacted.