Administrative Assistant in Operational Support Division / Operational Preparedness and Deployment Unit / Deployment Sector

Candidates applying should satisfy the following criteria:

• Completed studies at the BSc/BA level (in any discipline, with a preference for International Relations, European Studies, Political Science, Social Science or related fields).
• Capacity to communicate clearly and professionally in English, both orally and in writing.
• At least one year of professional experience in administrative support, executive assistance or related tasks.
• Experience working in international environments, preferably in EU institutions, diplomatic delegations, multinational companies, or other related environments.

In addition, applicants should be able to display the following qualities:

• Organisational and time management skills.
• Resilience and capacity to act calmly under pressure, maintaining a strong attention to detail.
• Analytical thinking and proactive mindset.
• Experience in project management would be considered a strong plus

Personal skills:

• high level of responsibility and ability to work independently;
• high level of service orientation;
• ability to work under pressure and experience in organizing work and prioritizing accordingly;
• ability to communicate efficiently at all levels internally and externally and in appropriate manner;
• strong sense of accuracy and attention to detail;
• high level of discretion and ability to handle confidential matters;
• proven organizational skills;
• ability to adapt to a dynamic working environment;
• ability to learn new skills and software;
• ability to work in a team.

The description of duties is a presented below:

• Monitoring and updating the divisional/unit task log, liaising with partners across the entity to track follow-ups of assigned tasks and ensure their timely delivery up to the standards set.
• Supporting the planning and execution of large-scale policy updates, pertaining to the deployment and management of Standing Corps Officers (Executive Director Decisions, Management Board Decisions, Briefing/Concept Notes, etc.).
• Identifying and implementing impactful changes to the business processes of the team, regarding the handling and management of information, incoming requests, and communication with external stakeholders.
• Assisting with routine but important office tasks, such as maintaining updated records/filing plans, setting up meetings with diverse stakeholders, planning and managing the Director's missions.