Team assistant to Communications and to Internal Audit

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Administration and Support
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1074 Total Views

Deadline for application: 27 August 2022

 

We are looking for a Team Assistant to provide full secretarial and administrative support to the Communications and Internal Audit divisions in the Managing Director department. The selected person will report to the Head of Communication, and Head of Internal Audit.

 

The European Stability Mechanism (ESM) is the permanent crisis resolution mechanism for euro area countries. It provides financial assistance to Members facing financing difficulties. European leaders have agreed to an expanded mandate for the ESM, which it will implement in the years ahead. The ESM will have a stronger role in the analysis of financial stability risks and design of policy measures in programmes, jointly with the European Commission; it will provide the Single Resolution Board with a financial backstop to support effective and orderly resolution of banks. In the context of the current Covid-19 crisis, the ESM has established a precautionary credit line as one important element in the joint European response to the pandemic.

 

The ESM is a unique place to work with around 210 individuals from around the world committed to making a difference to the future of the euro area. It recruits talented professionals of any nationality from both the private and public sector. 

 

KEY ACCOUNTABILITIES

  • Plan, follow up and coordinate daily work related to secretarial and administrative support (administrative tasks, handling of contacts, mails, etc.) to assist the Heads of divisions and respective teams

  • Manage and maintain business diaries

  • Answer telephone calls, take appropriate action to ensure a professional and timely response is given to the caller

  • Set up conference/video calls

  • Prepare internal and external correspondence, edit and format documents and presentations

  • Arrange internal and external meetings, including the coordination of appointments, room bookings, agendas, equipment and ensure relevant documents are available in advance of meetings

  • Help organise events

  • Attend meetings and take minutes when required

  • Scan and file documents properly

  • Organise and manage relevant databases

  • Make travel arrangements and claim the reimbursement of related expenses

  • Support the Recruitment Officer in scheduling interviews for the teams

  • Act as a back-up to the Personal Assistants to the Managing Director in case of absence

  • Provide additional support as needed to Members of the Management Board

  • Act as a liaison with internal and external contacts.

 

BACKGROUND & EXPERIENCE

  • Ideally educated to bachelor’s degree level

  • At least 3 years of experience in a similar position, ideally acquired in a multinational environment

  • Complete mastery of Outlook and MS-Office products including Word, Excel and PowerPoint

  • Some experience in the public sector would be an asset

  • Knowledge of SharePoint and Oracle Fusion would be an asset

  • Excellent oral and written English skills, additional languages would be an asset.

 

KEY COMPETENCIES

  • Communication and interpersonal skills

  • Teamwork and collaboration

  • Resilience, flexibility, and adaptability to change

  • Leveraging diversity and inclusion

 

Contract duration: 4-year fixed term contract

 

The ESM aims to provide equal opportunity to all candidates irrespective of their gender, nationality, age, race, culture, education, religious beliefs, sexual orientation or disability. To enhance the diversity of our workforce, we particularly encourage women to apply.

 

Note 1: the ESM reserves the right to refrain from hiring, or to slightly modify job responsibilities, as needed.

Note 2: As a result of the selection process, please note that you may be placed on a ‘reserve list’ valid for a duration of six months during which you might be considered for a similar position with a similar level of requirements. Only those candidates who have been notified will be placed on the ‘reserve list’. After this period, you will need to apply again for our vacancies to be considered for a different selection process.

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