Executive Assistant

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.