Senior Executive Assistant - Luxembourg

Position: (Senior) Executive Assistant - based in Luxembourg
The EIB offers you the opportunity to live and work in a truly international and multi-cultural environment. We also offer relocation support.
Position
(Senior) Executive Assistant – Management Committee Directorate (MC), Groups Ombudsperson Unit – Luxembourg headquarters. Full‑time temporary position at grade 2/3 for a 3‑year contract. The term is 3 years. Panel interviews are anticipated for July.
Purpose
The (Senior) Executive Assistant ensures the effective coordination and operational functioning of the Office of the Ombudsperson by independently managing executive workflows, anticipating priorities and acting as key coordination point for sensitive internal interactions, in order to enable the Ombudsman to focus on institutional responsibilities.
Operating Network
The (Senior) Executive Assistant reports directly to the Ombudsperson and operates with a high degree of autonomy across a broad range of non‑routine and sensitive matters. The role requires sound judgement, strong prioritisation, and discretion in coordinating workflows and managing interactions. The position carries significant responsibility for handling confidential information and requires continuous awareness of both the sensitivity of the issues addressed and the vulnerability of colleagues engaging with the Ombudsperson’s Office.

The Assistant may also accompany the Ombudsperson on missions to EIB Group offices.
Accountabilities

Plan and organise various events, e.g. missions, (high‑level) meetings (internal and external), receptions, and business trips/mission, including travel arrangements, administrative preparation and follow‑up, and preparation of required documentation and information
Independently manage and optimise the Ombudsperson’s agenda by assessing priorities, resolving competing demands and proactively adjusting schedules in response to emerging issues
Act as central coordination and interface point between the Office of the Ombudsperson and internal and external stakeholders ensuring timely, accurate and confidential exchange of information and facilitating the smooth handling of sensitive matters
Manage correspondence, prepare replies, and ensure appropriate follow‑up and meeting deadlines
Coordinate the preparation, quality‑checking and timely submission of documentation and files to the Ombudsperson’s approval/action, ensuring timely preparation and review of the files for executive and other meetings
Maintain an appropriate electronic and paper filing system, as well as ensuring data quality, to enable easy access and retrieval
Perform other ad hoc tasks upon request to support the organisational unit, research support, organisation of events and project related work
Serve as a reference point within the Office of the Ombudsperson for administrative coordination, ensuring continuity of operations and consistent application of working practices
Identify, propose and implement improvements to administrative and operational processes within the Office of the Ombudsperson, contributing to efficiency, reliability and consistent handling of sensitive cases

Qualifications

Secondary level education, complemented with a 2‑year certification in a relevant field (e.g. secretarial studies, business administration), or secondary level education with equally qualified experience in a relevant field
At least 5 years’ professional experience in an administrative support role; experience as a personal assistant with responsibilities at management level would be an advantage
Familiarity with the EIB Group’s activities, organisational structure and key stakeholders, as well as its policies, processes and procedures, would be an advantage
Good knowledge of standard office tools (Word, Excel, PowerPoint, Intranet, MS Outlook)
Strong organisational skills, with the ability to prioritise effectively, manage multiple tasks, and ensure a high level of accuracy and attention to detail
Strong sense of responsibility and initiative, with the ability to take ownership of tasks and deliver reliably to a high standard
Tact, discretion and diplomacy, combined with excellent communication skills and the ability to interact confidently with senior…