Executive Assistant – Temporary Agent, European Food Safety Authority (EFSA)

The European Food Safety Authority (EFSA), based in Parma, Italy is looking for an Executive Assistant Technical Assistant Position (Temporary Agent AST 4)

IS THIS JOB FOR YOU

Are you trusted, passionate, loyal, and self-motivated inclined to stretch beyond your comfort zone? Do you possess the drive for results to stay alert for novel trends and best-in-class practices? Are you able to see around corners and anticipate business needs? Do you want to support executives and contribute to make the difference in an international scientifically-driven organisation? If you see yourself in the above description, then this job vacancy could be for you.

Your key responsibilities

PARTNERSHIP TO EXECUTIVES

• Establish a strong, efficient and fruitful partnership with the executive;
• Anticipate business needs, seeing around corners and supporting decision making;
• Enable remote decision making to the executive;
• Work closely with people at any organisational level and sponsoring EFSA’s culture at any time.

PLANNING AND MONITORING

• Support the executive in establishing methods to ensure high quality planning, follow-up on deadlines and provide recommendations;
• Prepare and deliver specific reporting;
• Act as focal point by proactively anticipating and understanding need for action on strategic/business issues;
• Support the executive in overseeing and executing general and strategic business activities;
• Seize opportunities to solve problems in a constructive way.

PROJECT MANAGEMENT

• Oversee key projects of strategic and tactical nature with various degree of complexity;
• Follow-up project management phases and lifecycle;
• Research and prepare documents for project related communications;
• Define and develop processes, if required.

DOSSIER MANAGEMENT

• Filter and anticipate key corporate and staff related topics to ensure a global and accurate view to the executive;
• Produce key documents such as memos, briefing papers, presentations, reports, etc. to support decision making;
• Ensure sensitivity to confidential matters is respected at all levels.

STAKEHOLDERS MANAGEMENT

• Identify key stakeholders, build-up and maintain constructive relationships, effectively plan communications and actions ensuring a high level of engagement.

COMMUNICATING

• Act as a liaison between executive and internal resources by furnishing and requesting information as needed;
• Screen calls, relay messages and respond to inquiries; read mail and ecorrespondence, highlight actionable items, responding on behalf of the executive;
• Draft, edit and proofread correspondence.

GENERAL ASSISTANCE

• Act on behalf of the executive with responsibility on routine administrative operations;
• Organise, coordinate and lead meetings on key subjects, prepare relevant materials (action and communications plans, minutes, etc.), arrange venues, presenters, room setup and requisition audio/visual equipment when required;
• Write, edit, proofread documents and PowerPoint presentations representing complex issues in innovative and simple manner, ensuring the highest level of accuracy;
• Manage general office activities such as planning, reporting and, when required, support the overseeing of the work of other people;
• Manage and schedule extensive Outlook calendars, manage inbox and communications; provide responses on behalf of the executive;
• Facilitate planning, organisation and optimisation of travel schedules;
• Initiate and follow-up financial operations and procedures in a cost-effective manner, if required.

The jobholder will work under the responsibility of the relevant executive.

EFSA can offer the selected candidate a contract of 5 years with the possibility of renewal. The successful candidate will be recruited as Temporary Agent AST4. The basic monthly salary for AST4 step 1 is € 3.844,31 and for AST 4 step 2 (9 years or more experience after obtaining minimum qualifications) is €4,037.89, subject to an annual review of remuneration provided for in Article 65(1) of the Staff Regulations.

The deadline for applications is 21 May 2015 at midnight

Read more and apply here.