Job Offer

Administrative Assistant

Application Open Date: 
05/03/2020 - 09:00
Deadline Date: 
06/04/2020 - 23:59
Tallinn, Estonia and Strasbourg/France
Type of Contract: 
Contract staff
JOB Description: 
The Agency aims to establish a reserve list for Administrative Assistants to support Heads of the Departments/Units/Sectors and their teams in the execution of the daily activities and to liaise between the Headquarters in Tallinn and the staff working in Strasbourg in relation to the administrative procedures. The duties may vary depending on the specific needs of the team but overall the jobholder will ensure that the technical and administrative tasks are completed in a timely manner and will support the agency and its personnel in the delivery of the specific piece of work or project. Our future colleague will be responsible for: • Acting as a first point of contact for enquiries to the Head of Department/Head of Unit/Head of Sector; • Keeping the agenda, organising and coordinating appointments, meetings, business travel for the Head of Department/Unit/Sector and the team; • Preparing/proofreading documents such as reports, notes, letters, presentations and minutes of meetings, coordination and management of document flow; • Supporting in coordinating the flow of work in liaison with other staff members, Units and Departments involved, as well as with external institutions; • Responding to queries and requests for information and documentation and liaising with internal and external stakeholders, whilst exercising tact, discretion and confidentiality; • Providing ad-hoc support to the project, team or unit with regard to planning, monitoring, reporting and quality assurance activities; • Participating in planning and organisational work of the Department/Unit/Sector; • Performing any relevant administrative tasks as per business needs of the Department/Unit/Sector; • Providing assistance in the preparation and the following-up of the financial transactions, procurements, organising events.
Reference ID: 
Vacancy Type: 
Job Status: