Management Committee – Administrative Assistant
Job Description:
- Oversee the Internal Audit (IA) Secretariat mailbox.
- Schedule and organize meetings within Internal Audit and with external stakeholders, adjust agendas as necessary, respond to meeting requests, and coordinate with other assistants.
- Manage tasks related to office space administration for the Internal Audit Department.
- Assist in organizing the Audit Committee / Audit Board meetings in collaboration with their secretariats.
- Monitor Customer Feedback Questionnaires to gather feedback from services post-audit assignments.
- Maintain Time & Labour codes utilized by the internal audit team and prepare monthly reports on time usage.
- Collaborate with the IA Department Executive Assistant based on task allocation agreed with the Head of Unit, and act as a backup to ensure continuous support to the Department while balancing the workload between the two assistants.
- Manage the schedules of the two Heads of Division (including internal and external meetings, and attendance at EIB Group governing bodies meetings and other committees).
- Proofread, format, conduct quality checks, and distribute documents
- Assist in preparing the Audit Plan and issuing planning notes.
- Contribute to the development of departmental policies under the guidance of the Head of Unit, initiate improvements, and participate in optimizing work methods.
- Order office supplies, liaise with FM for technical issues, etc.
- Proactively assist, coordinate, and follow up on the Director's work in monitoring the Department’s daily activities (act as a backup for the Executive Assistant in her absence).
Candidate Profile:
- Certified secondary education
- Certificate/Diploma in complementary studies, preferably in secretarial studies, accounting, economics, or statistics would be advantageous
- Minimum of 3 years of relevant professional experience
- Capability to serve as a reference person within a group
- Quick learner with the ability to adapt to new environments
- Ability to work effectively under pressure and meet tight deadlines
- Strong team player
- Proficient knowledge of M365 (Teams, Word, Excel, PowerPoint).
- Excellent command of written and spoken English. Proficiency in any additional language would be beneficial
What Client Offers:
- Professional development
- Dynamic and multicultural work environment
If you are a motivated and detail-oriented professional looking to contribute to a dynamic team, we encourage you to apply for this exciting opportunity. Join us and be a part of a prestigious organization committed to excellence and innovation !
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