The EIB, the European Union’s bank, is seeking to recruit for its Group Risk & Compliance Directorate (GR&C) – Office of the Group Chief Compliance Officer (OCCO) at its headquarters in Luxembourg, a (Senior) Executive Assistant.

This is a full-time position at grade 2/3 for which the EIB offers a permanent contract.

Panel interviews are anticipated for mid July.

Purpose

You will provide a wide range of comprehensive operational support and executive assistance tasks to the Group Chief Compliance Officer, ensuring the smooth coordination of GCCO’s office and the quality of its documents, workflows, and processes in order to contribute to the efficiency and performance of the team’s overall activity

Operating Network

The successful candidate will report to the Group Chief Compliance Officer and maintain strong, positive working relationships with colleagues at all functional levels both within GR&C as well as broadly at Bank level and outside the Bank. S/he will coordinate workflow and communicate with Directorate staff, CA Secretariat, MC Secretariat, as well as the offices of all EIB governing bodies.

The role entails a great deal of latitude on both semi-routine and more complex issues, requiring initiative and independent judgment as necessary.

The post requires discretion, confidentiality, and flexibility, the ability to prioritize and to handle diplomatic situations often while exercising a high degree of precision

Accountabilities

• Proactively assist the Group Chief Compliance Officer in the day-to-day monitoring of the Directorate’s activity, coordinate and follow-up the daily work of his office in order to ensure the smooth management of its activities and a timely delivery of high-quality outputs
  • Handle, process and follow-up on information and documents of a confidential nature and prepare non-routine correspondence
  • Plan and organize various events, e.g., missions, (high-level) meetings, receptions
  • Screen and distribute incoming documents and correspondence, distribute and circulate information within OCCO in order to assist staff in the performance of their duties.
  • Manage the GCCO’s agenda, optimize time allocation, anticipate requirements, and identify opportunities to act proactively on GCCO’s behalf
  • Coordinate the flow of documents for/ from MC, Board of Directors and its committees, AC, Ethics and Compliance Committee, and any other governing bodies and manage their further distribution and validation in line with the operational needs and in compliance with EIB’s procedures
  • Coordinate and keep an up-to-date road map for the preparation and revision of notes/opinions incorporating all deadlines required to facilitate the submission of notes
  • Coordinate in collaboration with GR&C/-/COORD/-/ on a range of confidential/ HR matters
• Act as the primary interface between the GCCO and the Directorate’s staff as well as other EIB’s parties and/or outside representatives, so as to ensure effective knowledge sharing and two-way communication of relevant information
• Prepare/review documentation and information for GCCO approval/action and initiate/follow up on operational workflows on GCCO’s behalf, so as to ensure (i) proper implementation of GCCO decisions and (ii) respect of procedures and deadlines.
• Provide guidance to GR&C-OCCO staff on administrative/ operational procedures, distribute and circulate all relevant information; proactively identify improvements and developments of existing methods and processes; when appropriate train new colleagues on Bank procedures and processes and participate in associated dedicated projects at Directorate and Bank level.
• Compile relevant data and information to support the GCCO in the production of periodic and ad-hoc analyses requested by the EIB’s Senior Management and Governing Bodies; perform data consistency checks, prepare presentations and reports.
• Contribute to the projects within the Directorate’s remit and assist the GCCO in the development and implementation of EIB Group’s compliance strategy and policies.
• Ensure a leading role in various administrative aspects, establishing an effective collaboration with the assistants in the Directorate and providing relevant guidance; ensure the set-up of an efficient back up system across GR&C-OCCO to guarantee continuous business support

Qualifications

• Secondary level diploma, ideally complemented with a 2-year certificate of complementary studies or equivalent experience in specific subject (e.g., Business Administration, Economics or Communications).
• Minimum 5 years’ experience in a secretarial or operational position in the area of communication and/or knowledge sharing, with at least 3 years in an operational position
• Prior experience in a compliance function would be a strong asset.
• Very good understanding of activities and objectives of GR&C-OCCO as well as good understanding/overview of EIB’s global activity
• Good knowledge of standard office tools, particularly Word, Excel and PowerPoint
• Excellent knowledge of English and/or French (*) with a good command of the other

Competencies

Find out more about EIB core competencies here

(*) Unless stated explicitly as a required qualification, a good command of French is not a pre-requisite for hire. As both English and French are however official working languages of the EIB, proficiency in both languages is a pre-requisite for your future career development. Any language clause in your contract must be fulfilled in order for you to be eligible for a promotion (either via the annual appraisal cycle or via an internal selection process). Proficiency is understood to mean the attainment of level 5 of the Inter Institutional language courses, corresponding to B1.2 of the Common European Framework of Reference for Languages (CEFRL). The Bank offers appropriate training support.

We are an equal opportunities employer, who believes that diversity is good for our people and our business. We encourage all suitably qualified and eligible candidates to apply regardless of their gender identity/expression, age, racial, ethnic and cultural background, religion and beliefs, sexual orientation/identity, disability or neurodiversity.

Applicants with specific needs are encouraged to request reasonable accommodations at any stage during the recruitment process. Please contact the EIB Recruitment team [email protected] who will ensure that your request is handled.

By applying for this position, you acknowledge the importance of maintaining the security and integrity of the Information of the EIB Group. In case of selection for the position you agree to comply with all measures (policies, controls, document classification and management) implemented by the EIB Group to prevent unauthorised disclosure of any information or any damage to the EIB Group reputation.

Deadline for applications: 28^th June 2023

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