Executive Assistant and Team coordinator

• Function title: Executive Assistant and Team coordinator
• Reference: NOC-MA-2024-AST/820
• Location: Maastricht
• The selected candidate must reside either at this location or within a reasonable proximity that allows for the satisfactory execution of their duties
• Nature of competition: Internal and external competition
• Applicable regulations: General conditions of employment governing servants at the EUROCONTROL Maastricht Centre
• Type of post: Assistant
• Job level: AST4-AST6
• Generic job title: Specialised Technical/Administrative Assistant
• Number of posts: 1
• Duration of appointment: 5 Year(s) - extension or conversion of the contract is possible - see “Useful information” section
• Security clearance: Security vetting may be required in accordance with the relevant EUROCONTROL security provisions
• Directorate/Service: MAAS/DIR/DMO - Office of the Director and Legal Affairs
• Working arrangement: Hybrid work (A blend of onsite and remote work). Please note that EUROCONTROL does not offer full-time remote working arrangements.
• Competition publication date: 27/06/2024
• Competition closing date: 25/07/2024 (23:59 Brussels time)
• Reserve list: Applicable - See details in the "Useful information" section

YOUR TEAM

Within the Directorate Maastricht Upper Area Control Centre, Within the Directorate, the unit Office of the Director, Legal Affairs & Procurement supports the Director MUAC in carrying out his tasks by advising him on legal matters, managing the MUAC procurement activities and by ensuring MUAC’s regulatory compliance. Within the unit, the Executive Administrative Support Team is responsible for managing and ensuring the proper functioning of the Office of the Director and for organising the administrative support to the management and staff of MUAC.

YOUR ROLE

Your role will be to:

• Coordinate a team of secretaries/assistants (+/- 3), distribute tasks, ensure timely completion of assignments, and high standards of work quality.
• Conduct regular check-ins and performance appraisals, provide guidance and support to team members as needed.
• Provide comprehensive administrative support to the Director MUAC, including managing calendar, scheduling meetings, and handling correspondence.
• Screening and prioritising emails, phone calls, and other communications for the Director MUAC.
• Prepare and distribute agendas, presentations, draft and proofread correspondence, reports, and presentations.
• Handle travel arrangements including booking flights, hotels, rental cars, and other travel accommodations; create detailed itineraries and travel packs, including relevant travel documents and contact information; handling travel expenses and reimbursements in accordance with applicable policies.
• Act as a liaison and a point of contact between the Director MUAC and internal/external stakeholders, ensuring timely and accurate communication, and ensuring that the Directors instructions, decisions, and priorities are communicated to relevant parties.
• Assist in the planning and execution of MUAC events, meetings, and conferences by coordinating logistics (venue selection, catering, travel arrangements, and accommodations), managing attendance, invitations, and related communication.
• Utilize digital tools and software (e.g. SharePoint, Office365) for efficient task management, document organization, and communication.
• Organize and maintain digital and physical files and database, ensuring easy access and confidentiality as required; manage confidential information with discretion and integrity.
• Seek opportunities to streamline processes, improve efficiency, and enhance effectiveness of the Director’s Office.
• Carry out any other task in line with the main purpose of the job.

REQUIRED QUALIFICATIONS, EXPERIENCE & COMPETENCIES

• A level of post-secondary education attested by a diploma followed by a minimum of 5 years’ relevant professional experience in administrative support to senior/executive management, ideally in an international environment. A relevant bachelors degree would be an asset.
• Internal candidates can check on the intranet to see what level of in-house experience is considered equivalent to educational qualifications where appropriate.
• Experience in administrative support roles, with demonstrated ability to manage multiple priorities.
• Experience in coordination/supervision of a team of assistants would be considered as an asset.
• Experience in assisting senior and executive-level managers.
• Experience in supporting / guiding (internal / external) stakeholders.
• Experience in digital tools (e.g., Office365, SharePoint) and technology, with the ability to adapt to new software and systems.
• Drafting skills in English as mandatory and Dutch/French/German, as an asset.
• Communication: You are able to foster two-way communication.
• Planning and organising: You know how to plan ahead and adapt as required.
• Quality focus: You set and foster high quality standards.
• Analytical thinking: You know how to break down information.
• Teamwork: You display a collaborative approach.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Pro-active and dynamic attitude.
• Professional conduct in line with the corporate behaviours of the Agency, i.e. result-driven, readiness to change, customer focus, integrity and team-player approach.
• The working languages of the Agency are English and French. For this particular job, candidates must be proficient users of English at level C1.
  The levels relate to the European-framework-reference Common European Framework of References for languages (CEFR).

USEFUL INFORMATION

• Applications will be accepted from nationals of EUROCONTROL Member States only.
• The selected candidate will be offered a contract of 5 Year (s) pursuant to the provisions of the Staff Regulations governing officials at EUROCONTROL. The contract may be renewed up to a maximum of 9 years or converted into an undetermined contract. Before being established in the post, the selected candidate will be requested to provide certified copies of their degrees and successfully serve a probationary period of 9 months.
• Internal candidates
• If selected, the person will keep their current type of appointment duration (undetermined or determined).
• The internal staff member with a determined contract will be offered, in principle, an appointment for 5 Year(s) with a maximum total duration of 9 years.
• This post entails management activities. Established staff members will therefore have to serve a confirmation period of 9 months. This period may be shortened to 6 months if the successful candidate is appointed following a competition preceded by a previous temporary assignment to the post for which s/he was selected. The Director General may also decide not to make subject to this provision if that official has previously been assigned, for a period of 2 years or more, to a post similar to that for which he has been selected and which entailed the same level of management responsibilities.
• The successful candidate shall be appointed at the grade set out in this vacancy notice, or if a group of grades has been published for a job level, in principle at the basic grade of the published job level.
• Candidates declared suitable who are not selected for the post will be placed on a reserve list for similar roles. The reserve list will be valid for one year from the closing date of applications.
• Information on salary and benefits can be found on our Careers site
• EUROCONTROL is an equal opportunities employer. We are committed to equality and diversity. In the event of equal merit, preference may be given to the applicant from the under-represented diversity characteristics in order to complement diversity of teams and rebalance the workforce.
• Candidates should go to our Careers site and read the tips on how to apply.