Administrative Assistant
• Provide support to the overall organisation of events (conferences, seminars, public speaking engagements, etc.) in order to ensure smooth running
• Provide support to the Visitors Group service, including welcoming Visitors Groups
• Handle logistic issues and undertake relevant administration work;
• Liaise with and coordinate the work of the Protocol meeting hostesses (from the Bank’s security provider)
• Create and maintain lists of participants, send invitations and collect registrations, send confirmation emails
• Book travel arrangements for conference speakers with the Bank’s corporate travel agency
• Research and contact different venues for events, hotels, restaurants, service providers, obtain quotes for comparison and decision by a senior colleague
• Support with event logistics: printing badges, nameplates, signs
• Support during events taking place in the Bank’s Kirchberg campus (welcome, registration, set up, branding of venue, etc.)
• Help with preparing missions (mission suitcase: stationary bag, signature accessories, registration accessories, etc.)
• Prepare statistics, minutes, archive files electronically
• Help for the creation of events in our event management software Cvent;
• Coordinating division meeting, including taking minutes;
• Ensuring filing in GED for each events;
• Provide support to the team on a daily basis
Technical skills required:
• Certified secondary level education, complemented with a 2-year certification in a relevant field (e.g. secretarial studies, business administration, event management);
• At least 3 years of relevant professional experience.
• Excellent knowledge of standard Microsoft Office tools (Word, Excel, and PowerPoint);
• Excellent command of written and oral English and French. Good knowledge of another EU language would be an advantage.
Competencies:
• Achievement Drive: continually keeps an eye on performance, focusing on improving it, showing drive and determination to meet short and long-term goals.
• Change Orientation: Adapts to differences and changes in the environment; takes a flexible approach to reach outcomes.
• Collaboration: Works cooperatively as part of a team; works collaboratively with peers across organisational boundaries based on a genuine interest in and an accurate understanding of others and their individual perspectives and concerns.
• Organisational Commitment: Is willing to commit to an organisation whose mission is to support Europe and is open to diversity, and to align her/his own behavior with the organisation’s needs and intrinsic values, acting with integrity in ways that promote the organisation’s mission, policies and rules.
