Senior Assistant to the Executive Office

Ever dreamt of cooperating with a European Institution?

eu-LISA is the Agency of the European Union (EU) established to provide a long-term solution for the operational management of large-scale IT systems, which are essential instruments in the implementation of the asylum, border management and migration policies of the EU.

The Agency’s core mission is to be dedicated to continuously add value to Member States, supporting through technology their efforts for a safer Europe.

To support eu-LISA’s core administrative functions, non-ICT consultancy services are necessary to ensure the provision of deliverables in support of activities carried out by the Agency to ensure governance, planification, business continuity and internal control towards the execution of its mandate.

About the role

Currently there is a need for administrative support services for the Executive Director’s Office of eu-LISA, currently composed by the Executive Director and the Deputy Executive Director, which play an essential part in ensuring the smooth running of every day’s business.

These services shall include an efficient and accurate administration support to manage the Director’s Office competing demands with a high degree of confidence and professionalism. In particular, they include supporting the Office’s administrative and information needs, such as calendar management, complex travel arrangements and expenses, managing correspondence, as well as discretely handling information.

What will you do?

• Providing assistance in the preparation of the presence/absence tables for ESU upon request;

• Performing minute taking of CAB meetings and agreed follow-up actions (update of external engagements MS Excel file);

• Updating the MS Excel file with the FPU list of pending/urgent workflows in ABAC/ARES upon request – preparatory work for the Executive Director daily memos;

• Replacing the Personal Assistant to the Executive Director during Management meetings and taking the minutes as needed upon request;

• Supporting the management of the Management Committee preparation functional mailbox and assisting with Agenda preparations and distribution upon request – in cooperation with the Head of GCU;

• Uploading minutes of the meetings and registering in ARES;

• Preparing pre-authorisation and reimbursement documentation for the Executive Director/Deputy Executive Director expenses concerning possible meetings with stakeholders or internal team events – upon request or in absence of the Personal Assistant of the Executive Director.

Key qualifications

• Higher education attested by a diploma OR a level of secondary education attested by a diploma giving access to post-secondary education;

• Minimum 4 years relevant professional experience;

• Experience in the field of administrative work;

• Excellent usage of MS Office, in particular MS Excel;

• Ability to work under pressure and respond to changes in a rapidly evolving work environment;

• Ability to e

  xercise professional discretion in a highly confidential work environment;

• Ability to cooperate smoothly in the multicultural environment;

• Proven strong level of personal integrity;

• Supportive and helpful personality, with a cooperative and service-oriented attitude;

• Good communication and interpersonal skills;

• Proficiency in written and spoken English (level C1 or higher);

• Good level of Estonian language (level B2 or higher).