We are looking for a part-time interim Administrative Support for a temporary project together with our client European Chemicals Agency ECHA. Part-time will be 50% of the working time and the selected candidate and the hiring unit can agree on the work schedule at a later stage.Please note that working language is English. The job starts 1.6.2023 and ends 15.12.2023.
Unit: E1 - Governance, Strategy & Relations
Job title: Administrative Assistant
Requirements:
Education: university degree or equivalent;
Professional experience: Proven experience as an administrative assistant or in a similar role, preferably in a fast-paced environment.
Competencies/ Skills:
- Strong work ethic and a positive, professional attitude;
- Strong interpersonal skills, with the ability to interact effectively with individuals at all levels of the organisation;
- Excellent organisational and time management skills, with the ability to prioritise tasks effectively and meet deadlines;
- Strong attention to detail, ensuring accuracy in all aspects of work;
- Exceptional verbal and written communication skills, with the ability to draft professional correspondence and maintain discretion in handling sensitive and confidential information;
- Flexibility and adaptability to handle changing priorities and demands;
- Aptitude for team work as well as cooperative and customer-oriented attitude;
- Good English skills both written and spoken (as this is the working language of the Agency);
- Proficient in using productivity software and tools such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and document management systems;
- Familiarity with intranet platforms and content management systems is a plus.
General description:
Unit E1 is seeking a highly organised and detail-oriented Administrative Assistant to join our team as interim support and provide comprehensive support. As an Administrative Assistant, you will play a crucial role in ensuring the smooth operation of our unit by efficiently managing calendars, handling incoming mail, drafting correspondence, maintaining files and documents, organising shared document folders, and updating the intranet. The ideal candidate will possess excellent organisational skills, strong attention to detail, and the ability to handle multiple tasks simultaneously.
Duties:
- Assist the manager with calendar management, including scheduling appointments, meetings, and conference calls, and ensuring all parties are well-prepared.
- Manage incoming mail, including sorting, prioritizing, and distributing correspondence, as well as drafting responses on behalf of the manager when necessary.
- Prepare, proofread, and edit various documents and correspondence, ensuring accuracy and adherence to ECHA quality standards.
- Maintain organised files and documents, ensuring easy accessibility
- Organise and manage shared document folders, ensuring proper naming conventions, version control, and user access permissions.
- Update and maintain the unit intranet with relevant and up-to-date information, including governance announcements, policies, and procedures.
- Coordinate and schedule team meetings, take meeting minutes, and distribute them to relevant parties.
- Support the organisation of events organised by the unit/ Agency
- Conduct research and gather information to support the manager in decision-making processes or preparing reports.
- Collaborate with other administrative staff to ensure efficient office operations and contribute to a positive team environment.
- Assisting in organising meetings, drafting documents and managing written procedures;
- Contributing to the continuous development of the unit
Instructions and additional information:
We will be contacting applicants during application period, hence do not hesitate to leave your CV for the position today! Please be prepare to tell us two references.
Please note that prior to appointment, successful applicant will be asked to produce an official document indicating that they do not have a criminal record.
Please leave your application and CV in Europass format:
https://europass.cedefop.europa.eu/editors/en/cv/compose
Contact:
