Senior Administrative Support for Executive Director's 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.

Currently, there is a need for administrative support services for the Executive Director’s Office of eu-LISA, currently composed of 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 efficient and accurate administration support to manage the Director's Office's 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.

About the role

What will you do?

• Providing a continuous overview of functional mailboxes (Director account and Info-eu-LISA account);

• Distributing relevant documentation and correspondence (non-calendar related) to the Personal Assistant of the ED;

• Registering Info-eu-LISA tickets, sending acknowledgment replies, sending out standard replies for agreed subjects (under the supervision of the Personal Assistant to ED), requesting assistance to relevant internal stakeholders regarding the preparation of non-standard replies, and closing Info-eu-LISA tickets;

• Assisting in maintaining the filing document system (organisation of hardcopy folders and registration of post);

• Organising annual filing maintenance and archiving documents as needed;

• Registering, filing, and disseminating the incoming/outgoing documents of the ED Office upon request;

• Assisting with the update of the ED, DED, and Management Committee’s MS SharePoint spaces in Intranet (contacts, events, calendar, in-office/out-of-office info, pictures, speaking points, etc.);

• Preparing/updating every week the MS Excel file with annual leave/appointed replacements from all Departments, Units, and Sectors for ED’s attention;

• Listing calendar-open topics, ARES, ABAC, and/or other not completed tasks and passing the information on to the Personal Assistant of the ED for preparation of daily and weekly memos.

Key qualifications

• Higher education attested by a

  diploma;

• Minimum 4 years relevant professional experience, of which a minimum 3 years experience in administration or human resources or finance or communications or event management or facilitation;

• 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;

• Exercise professional discretion in a highly confidential work environment;

• 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).