This position is based at our Luxembourg headquarters and requires regular office presence. The EIB offers you the opportunity to live and work in a truly international and multi-cultural environment. We also offer relocation support.

The EIB, the European Union's bank, is seeking to recruit for its EIB Global Directorate (GLO) at its headquarters in Luxembourg, (Senior) Administrative Assistants.

This is a full-time temporary position at grade 1/2.

The term of this contract will be 12 months; as this is a temporary replacement assignment, no extension or conversion of the contract is foreseen.

Panel interviews are foreseen as from January 2026.

Purpose

The (Senior) Administrative Assistant will provide secretarial and administrative assistance to the staff of the division with the objective of contributing to the efficiency and performance of the team’s overall activity.

To learn more about the work of the EIB Global Directorate, please visit the following link: EIB Global

Operating Network

The (Senior) Administrative Assistant will report to the Head of Division and will work with all its members, as well as interface with other Departments and Directorates in relation to the tasks of the Division.

Accountabilities

• Handle the administrative coordination of the activity of the division (monitoring of deadlines, organisation of meetings and appointments
• Prepare briefing papers for meetings and business trips
• Finalise, distribute and file documents and reports prepared by the staff of the division
• Keep statistics and work plan up-to-date; monitor that procedures are followed
• Cooperate with the other Assistants and members of the Department; when appropriate train new colleagues on Bank procedures and processes, contribute to a good working atmosphere within the Division and the whole Department in order to facilitate the timely implementation of tasks, smooth flow of information and achievement of objectives
• Coordinate and send letters related to legacy mandates to different Member States and other mandators.
• Keep up-to-date the list of contacts across the EIB GLO mandators.
• Organise and coordinate external guests and visits with Protocol (access to premises, booking of rooms etc).
• Coordinate and support the team with the Notes system: create notes in the system, update and prepare properties, work on the calendar to be followed, support in terms of distribution, preparation of Tirage Finale etc.
• Coordinate and perform a diverse set of administrative tasks for the division: organisation of events, update of the shared calendar, GED management, update of distribution lists, preparation of documents for signature etc.
• Oversee the planning, organisation, and coordination of events and related logistics for the division.

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 3 years of relevant professional experience at senior support level, preferably in middle/back office function.
• Strong sense of responsibility and initiative and good organisational skills.
• Ability to work accurately under pressure, to meet deadlines and priorities; work with flexibility and availability.
• Knowledge of the Bank's standard computer tools, particularly Serapis, Notes, GED and MS would be an advantage.
• Office tools (Word, Excel, PowerPoint). Knowledge of Business Objects would be an advantage.
• Excellent knowledge of English and/or French (***), with a good command of the other. (Knowledge of other EU languages would be an advantage).

Competencies

Find out more about EIB core competencies here

To find out more about our eligibility criteria click here

(***) Unless stated explicitly as a required qualification, a good command of French is not a pre-requisite for hire. As both English and French are however official working languages of the EIB, proficiency in both languages is a pre-requisite for your future career development. Any language clause in your contract must be fulfilled in order for you to be eligible for a promotion (either via the annual appraisal cycle or via an internal selection process). Proficiency is understood to mean the attainment of level 5 of the Inter Institutional language courses, corresponding to B1.2 of the Common European Framework of Reference for Languages (CEFRL). The Bank offers appropriate training support.

We hire and value talent with unique characteristics, creating a work environment where they can be themselves. We believe that Diversity, Equity and Inclusion makes us a performing and innovative organisation. We encourage all suitably qualified and eligible candidates to apply regardless of their gender identity/expression, age, racial, ethnic and cultural background, religion and beliefs, sexual orientation, disability or neurodiversity.

We strongly invite applicants with a disability, neurodivergent profile or chronic condition to request reasonable accommodations at any stage during the recruitment process. Please contact the EIB Recruitment team Jobs@eib.org who will ensure that your request is handled.

By applying for this position, you acknowledge the importance of maintaining the security and integrity of the Information of the EIB Group. In case of selection for the position you agree to comply with all measures (policies, controls, document classification and management) implemented by the EIB Group to prevent unauthorised disclosure of any information or any damage to the EIB Group reputation.

This is an open campaign to consecutively fill open positions. The campaign will remain open until position is filled. Applications will be reviewed in order of receipt.

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