Office Administrator

You will be part of the Directorate General Legal Services. Our Directorate General has about 160 members of staff who provide legal advice, prepare ECB legal acts and represent the ECB in court.

In your role as an Office Administrator, you will be part of a committed team of three members of staff supporting the senior management team and in particular either the Director General or one of the two Deputy Directors General. The senior management team sets the strategic direction of the Directorate General and oversees its work.

You will perform various administrative, operational and organisational tasks, in close collaboration with the senior management team, the Directorate General as a whole, the offices of Executive Board members and the offices of senior managers in other ECB business areas. You will also need to maintain good relations with the offices of the general counsels of other EU Institutions as well as international and financial institutions.

The ECB is an inclusive employer and we strive to reflect the diversity of the population we serve. We encourage you to apply irrespective of age, disability, ethnicity, gender, gender identity, race, religious beliefs, sexual orientation or other characteristics.

As an Office Administrator, you will:

• proactively contribute to the organisation, administration and smooth functioning of the (senior) management team, business processes and the Directorate General as a whole, including organising and supporting meetings;

• provide administrative support to senior management, including managing the diaries and mailboxes of the Director General and/or other members of the senior management team;
• coordinate the organisation of travel arrangements, meetings and appointments, including the preparation of related documents;
• work closely and proactively with various high-level stakeholders, including Executive Board members’ offices, senior managers of other business areas and external high-level counterparts;
• support the planning of communication activities across the Directorate General, including the preparation of town halls, surveys and other initiatives;
• help organise and facilitate high-level meetings and conferences;
• support efforts to simplify, digitalise and automate business processes and improve our ability to create, share and manage the Directorate General’s tacit and explicit knowledge;
• monitor resources, process invoices, handle procurement, manage contracts and provide support on budgeting questions.

The position offers you excellent opportunities to collaborate with others and use state-of-the-art technology to manage processes, events, information and legal operations. You will be part of a multicultural team that strives for continuous innovation to make a positive impact on the lives of European citizens.

Essential:

• relevant vocational training or a university degree or equivalent in paralegal studies, business administration, project management, process management, data science or another relevant field (see How you can join us for details on degree equivalences);

• in addition to the above, a minimum of two years’ experience as an executive assistant or business process administrator;
• a sound understanding of stakeholder management, including planning and reporting on the progress of tasks, projects and events;
• experience dealing with sensitive information in a discreet and confidential manner;
• experience handling operational processes and driving improvements in those processes;

• experience working in a team, the ability to handle multiple requests at the same time (for instance when requests arrive in a shared inbox or similar tool) and the ability to switch between tasks;

• advanced knowledge of the MS Office package (Word, Excel, PowerPoint, Outlook, SharePoint, Teams and Planner) and programmes for planning/projects, budgeting and travel arrangements;
• a track record in organising and facilitating virtual, hybrid and on-site meetings;

• an advanced (C1) command of English and an intermediate (B1) command of at least one other official language of the EU, according to the Common European Framework of Reference for Languages.

Desired:

• experience working in a legal environment;
• experience with procedures for publishing key documents and communications on internal and external platforms.

You are recognised as someone who supports others proactively. You work constantly to improve your own output and you learn willingly from other people’s diverse perspectives. You signal any need for change by explaining it and proposing alternative solutions. Your strong capacity for analytical thinking enables you to work with incomplete information and you deliver in line with stakeholder needs.

You are motivated to be part of our team and to develop and use your skills and competencies to achieve the aims of this position.

The contract offered will be fixed-term, the appointment being for one year as of the exact starting date of the selected person.

Temporary appointments may be extended or made permanent subject to organisational needs and budgetary constraints. This may result in a staff member with a non-convertible fixed-term contract being offered a convertible contract in accordance with the ECB Conditions of Employment.

The recruitment process for this position will be conducted remotely. It will include a written exercise and interviews.

If you are not selected for this position but are still considered suitable, you will be placed on a reserve list (see step 4 of How we hire), from which you might be considered for similar positions within the ECB.