Administrative Assistant

We are the exclusive recruiters for the interim positions at the Joint Research Centre which is the scientific and technical research laboratory of the European Union and part of the European Commission. It is a directorate-general, and provides scientific advice and the technical know-how for supporting EU policies.

They are now looking for an Administrative Assistant to join them on a 4-month temporary (Interim) contract. Deadline to apply is Wednesday 15/01/2025. The office is based in Petten, north of Amsterdam (hybrid scheme option, but you need to commute to the office at least 3 days per week).

You would perform secretarial and administrative work for the Head of Unit and will provide assistance in their day-to-day activities. This is an exciting opportunity to join an institution that provides a truly international working environment.

Your responsibilities will include:

• Arrange meetings, organise agendas, filter calls, take messages, respond to general administrative inquiries, prepare missions, travel arrangements, replacement forms, and summary tables as requested to provide individualised assistance to the (Deputy) Head of Unit in managing the service.




• Consolidate the unit's (virtual) meetings and ensure appointments, documentation, and follow-up of internal meetings, including action lists, minutes, and presentations.




• Compose and type routine correspondence, open/register/filter incoming mail, and route it to appropriate individuals (using ARES*).




• Coordinate the creation, updating, and retrieval of dossiers, documents, and data in appropriate files or IT databases.




• Prepare and follow up on recruitment procedures in FCM* and ARES.




• Provide administrative and logistical support for organising (virtual) meetings and workshops by reserving rooms, compiling folders of working documents, and ensuring follow-up.




• Use applications such as "Webdor*, Presto*, MMS*, AGM*, JRC room booking system*" for organising meetings, and follow ARES procedures for requesting local catering services




• Liaise with the Document Management Officer (DMO) and the Document Management Centre (CAD) for all document-related activities in the administrative entity.

About you:

The ideal candidate will have a great eye for detail and experience in administrative support, preferably within an EU institution.

Profile:

• Required to be fluent in Dutch (C1-level or higher) and English (C1-level or higher), both written and spoken




• Desirable to have background in administrative support in EU institutions




• Proficiency in MS Office applications (Outlook, Word, Excel, PowerPoint, etc.) is mandatory.




• High level of confidentiality are essential for this role




• Strong organisational and communication skills




• Able to commute daily to Petten, Netherlands

To apply, please send your CV in English and in Word format to Marie-Anne.
languagematters is acting as an employment agency in relation to this vacancy.

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