Secretary/Assistant (Operations in the European Union)

Directorate for Operations in the European Union and Candidate Countries (Ops A)

The Secretary/Assistant will support the effective day-to-day workflow of a lending division and provide administrative assistance to the Head of Division and to the loan officers of the Division throughout the lending process according to EIB procedures and with the objective of contributing to the efficiency and performance of the activity of the Division and the Department

S/he reports to the Head of Division and provides general secretarial support to the loan officers

Projects origination process:

• Assist loan officers in updating and compiling business information and organising contacts

Lending process:

• Assist the loan officers during the lending process and in monitoring projects (in close coordination with the other Directorates participating in the process)
• Finalise, distribute and file documents and reports prepared by loan officers
• Oversee the administrative coordination of the whole lending procedure (monitoring of deadlines, organisation of meetings, appointments and business trips for the loan officers)
• Handle telephone contacts with clients and follow project information flow while loan officers are on mission

Optimisation of operating tools and working methods:

• Keep statistics and work plan up-to-date; monitor that procedures are followed during the lending process; input data in the loans database in view of the preparation of reports and statistics on the Bank's activity in countries covered by the division

Teamwork:

• Cooperate with the other secretaries and members of the department; when appropriate train new colleagues on Bank procedures and processes, contribute to a good working atmosphere within the division and the Department in order to facilitate the timely implementation of tasks, smooth flow of information and achievement of objectives

• Certified secondary-level education and secretarial training
• 2 years relevant professional experience
• Excellent knowledge of standard computer tools, particularly Word, Excel, Powerpoint
• Excellent knowledge of written and spoken English and German and good command of French. Knowledge of Spanish and/or Portuguese would be an asset

• Strong sense of responsibility and initiative
• Good organisation skills
• Rigorous and able to meet deadlines and priorities
• Able to draft routine correspondence and edit materials
• Good interpersonal skills
• Excellent team spirit
• Ability to work under pressure
• Flexibility and availability