Description:
The successful candidate will report directly to the Deputy Secretary General/Permanent Representative and will interact with the office as well as with other Services throughout the Bank. The post requires autonomy, a sense of initiative, discretion, a high sense of confidentiality, teamwork, flexibility and the ability to prioritize and handle several tasks simultaneously, while exercising a high degree of precision.
Accountabilities
- Provide personal assistance to the Deputy Secretary General/Permanent Representative in terms of managing calendars, arranging meetings, and communicating with internal and external counterparts.
- Schedule and organize the Deputy Secretary General/Permanent Representative’s participation in internal and external meetings, conferences, receptions etc. including the required briefing files and any related business trips.
- Prepare documents requiring approvals and/or signatures; monitor that deadlines are met and internal procedures are followed.
- Handle the numerous internal and external contacts.
- Contacts with the Belgian Ministry of Foreign Affairs and Finance Ministry for the registration and VAT exemptions of newcomers in Brussels.
- Contacts with the property owner and management of the suppliers of the office.
- Office space management.
- Organisation of business-related travel and preparation of expense reports.
- Manage incoming correspondence, prepare replies and/or ensure appropriate follow-up.
- Ensure an effective electronic/paper archiving system for the Deputy Secretary General/Permanent Representative to ensure easy access to documents.
- Maintain close coordination with the assistant of the Deputy Secretary General/Permanent Representative in headquarters to ensure activities/agendas in Brussels and headquarters are well aligned.
Qualifications
- Secondary level education, complemented with a 2-year certification in a relevant field (economics, accounting, legal, business administration) or secondary level education with equally qualified experience in a relevant field.
- At least 5 years of relevant professional experience. Experience in a personal assistant position would be an advantage.
- Previous experience with administrative and operational policies and procedures, including those on privacy and confidentiality matters.
- Good knowledge of the standard IT tools (Word, Excel, PowerPoint, Copilot).
- Excellent knowledge of written and spoken English and a very good command of French. Knowledge of other European languages would be an advantage.