• Function title: Executive Assistant (EUROCONTROL Innovation Hub site)
• Reference: NOC-EG-2024-FGIII/784
• Location: Brétigny-sur-Orge
• The selected candidate must reside either at this location or within a reasonable proximity that allows for the satisfactory execution of their duties – Information about living in Brétigny-sur-Orge
• Nature of the competition: Internal and external competition
• Applicable regulations: Conditions of Employment of Contract Staff at EUROCONTROL
• Function group: Function group III
• Job level: 8-10 – Check salary simulations for the basic grade
• Generic post: Assistant
• Number of posts: 1
• Duration of engagement: 3 Year(s) – extension or conversion of the contract is possible – see “Useful information” section
• Security clearance: Security vetting may be required in accordance with the relevant EUROCONTROL security policies
• Directorate/Service: EGSD/INO – The « Innovation » Division
• Working arrangement: Hybrid work (A blend of onsite and remote work). Please note that EUROCONTROL does not offer full-time remote working arrangements.
• Competition publication date: 25/04/2024
• Competition closing date: 23/05/2024 (23:59 Brussels time)
• Reserve list: Applicable – See details in the “Useful information” section

Your team

Within the The European Green Sky Directorate, the EUROCONTROL Innovation Hub (EIH) carries out research, innovation and simulation activities to help improve European aviation performance, safety and sustainability, bridging the gap between R&D and operations. The EIH also addresses emerging new technologies as well as deployment of drones and urban air mobility systems.

As the new Executive Assistant to the Head of the EUROCONTROL Innovation Hub (EIH) and Head of the EGSD Innovation division, you will provide support by assisting in various projects and activities in addition to dealing with general administrative tasks. The Executive Assistant is a key point of contact for both internal and external stakeholders.

Your role

Your role will be to:

• Assist in the organisation, co-ordination and monitoring of projects and activities to ensure execution according to plan.
• Research, gather or co-ordinate information to prepare reports, WPs, briefings, presentations, etc. and assist in the analysis and review of content.
• Act as the key site’s focal point for external visitors and liaise with local authorities to ensure smooth running of these high-level visits as needed.
• Participate in meetings and discussions related to social dialogue and contribute with support to the preparation of the meetings and the follow-up of actions in this field.
• Be present at meetings to minute, track and report on progress on agreed actions.
• Provide support (e.g. collect agenda items, gather data, prepare statistics and files) in the preparation of meetings with stakeholders and to any individual essential projects as required.
• Assist in the follow-up of changing priorities within the site and division’s Office, provide feedback and brief on pending matters.
• Draft correspondence and pro-active follow-up on outstanding replies; ensure an appropriate and timely answer.
• Provide administrative support (manage agenda, organise meetings, make travel arrangements, sort and dispatch information, etc.) and ensure that processes are correctly applied.
• Assist in other administrative or specific tasks (e.g. monitoring of the budget allocated, preparation of purchase orders).
• Carry out any other task in line with the main purpose of the job.

Required qualifications, experience & competencies

• Candidates must meet one of the following educational and experience criteria, where studies in relevant fields (e.g. Business Administration, Office Management, etc) and experience in an international environment, are considered assets:

• Post-secondary education followed by at least 6 years of relevant work experience.
• A university degree of three years followed by at least 4 years of relevant work experience.
• A university degree of four years followed by at least 3 years of relevant work experience.

• Experience in project support (e.g. coordination, monitoring, preparation of status reports).
• Experience in assisting managers (e.g. executive managers, senior managers).
• Experience in supporting / guiding (internal / external) stakeholders.
• Experience with administrative processes and support.
• Experience or knowledge of foreign affairs / diplomacy protocols would be an asset.
• Drafting skills in English and French.
• Proficient user of MS Office.
• Experience in SharePoint would be an asset.
• Communication: you are able to foster two-way communication.
• Planning and organising: you know how to plan ahead and adapt as required.
• Quality focus: you set and foster high quality standards.
• Analytical thinking: you know how to break down information into logical components.
• Pro-active and dynamic attitude.
• Ability to work in a multinational and multicultural environment.
• Professional conduct in line with the corporate behaviours of the Agency, i.e. result-driven, readiness to change, customer focus, integrity and team-player approach.
• The working languages of the Agency are English and French. For this particular job, candidates must be proficient users of English and French at level C1/C2.
  The levels relate to the European-framework-reference Common European Framework of References for languages (CEFR).

Useful information

• Applications will be accepted from nationals of EUROCONTROL Member States only.
• The selected candidate will be offered a contract of 3 Year(s) and it may be renewed up to a maximum of 9 years or converted into an undetermined contract pursuant to the provisions of the Conditions of Employment of Contract Staff at EUROCONTROL. Before being established in the post, he/she will be requested to provide certified copies of his/her degrees and successfully serve a probationary period of 9 months.
• The successful candidate shall be engaged in principle at the basic grade of the advertised grades.
• Candidates declared suitable who are not selected for the post will be placed on a reserve list for similar roles. The reserve list will be valid for one year from the closing date of applications.
• Information on salary and benefits can be found on our Careers site
• EUROCONTROL is an equal opportunities employer. We are committed to equality and diversity. In the event of equal merit, preference may be given to the applicant from the under-represented diversity characteristics in order to complement diversity of teams and rebalance the workforce.
• Candidates should go to our Careers site and read the tips on how to apply.