Senior Personal 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?

• Scheduling appointments requested by the Executive Director (ED) and/or the Deputy Executive Director (DED) based on staff members' availability;

• Screening and scheduling internal and external requests for appointments/meetings/visits with the Executive Director/Deputy Executive Director/Agency representatives;

• Maintaining and updating the Executive Director’s and/or Deputy Executive Director’s calendar;

• Sending calendar reminders to the Executive Director and/or Deputy Executive Director;

• Registration of the Executive Director and/or Deputy Executive Director in events/conferences;

• Liaising with eu-LISA Missions – General Services and organising/booking flights, trains, taxis, hotel rooms, and any relevant details related to a mission;

• Assisting and coordinating all the background documentation for MIPs such as travel orders, statement of expenses, mission reports;

• Managing a high-volume of travel (re)scheduling in the calendar;

• Preparing meeting rooms for official visits, updating schedules/calendar invitations, and greeting visitors prior/after meetings;

• Acting under the coordination of the Personal Assistant to the Executive Director:

  • providing regular updates on state of play of the visit details (agenda, participants, security aspects, car parking, and press coverage);

  • Assisting in the forecast and preparation/order of business cards for the Executive Director and Deputy Executive Director;

  • Performing data input in MS Outlook of business cards/contacts from stakeholders provided by Executive Director and Deputy Executive Director;

  • Assisting the Personal Assistant of the Executive Director in the coordination of the daily maintenance of office equipment, supply orders, stationery, and catering for the office of the Executive Director and Deputy 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).