Executive Assistant and Office Coordinator

This position is within a dynamic and ambitious intergovernmental organisation working for the promotion of free trade and economic integration across Europe and globally. The organisation's secretariat provides services to its member states and has offices in various locations. The headquarters services the organisation's Council and supplies services for policy development, negotiations and implementation of free trade and cooperation agreements with countries outside the European Union.

One of the offices supports the management of an important European agreement and assists the member states in the elaboration of input to European decision-making. Another office contributes to the operation and development of the European Statistical system.

What you will do. The role provides executive support to senior management and coordinates office activities, alongside administrative support across the Administration Division. The person needs to be comfortable with a wide and varied set of responsibilities.

• Providing general assistance to senior management, including calendar management, travel coordination, preparation of meetings, correspondence, and day-to-day practical support.
• Assisting in the organisation of high-level external and internal events, including planning, logistics and coordination of service provision.
• Acting as a point of contact for internal communications, helping ensure information flows effectively across divisions and duty stations.
• Taking the lead and providing administrative support where needed across the organisation, e.g. internal events.
• Applying strong problem-solving skills and service-mindedness in their work.
• Coordination of Protocol activities.

What they ask for. What they ask

• Minimum 5 years' relevant experience, preferably in an international environment.
• University degree or commercial diploma, or alternatively high-school graduation or equivalent with 2 additional years of work experience.
• Strong organisational skills with a meticulous eye for detail.
• Project and/or event management experience.
• Experience providing administrative support across multiple teams or functions, with the flexibility to reprioritise as needs change.
• Ability to communicate with representatives of governments and state agencies with tact and courtesy.
• Pro-active approach, taking the initiative to improve office routines and services.
• Adaptable to new tools, systems, and ways of working as the organisation evolves.
• Exceptional time management and multitasking abilities, including scheduling, calendar management, and travel coordination.
• Strong interpersonal skills; comfortable working independently as well as within a small team.
• Cultural awareness and the ability to navigate cross-cultural interactions.
• Excellent command of written and spoken English and French.
• Strong proficiency in Microsoft 365 Office: Outlook, Word, Excel, PowerPoint.

Desirables.

• A good understanding of diplomatic protocols and etiquette, or be motivated to learn about it.