Administrative Assistant (Governance Support)

EUROCONTROL; Brussel Hoofdstad; Sur place; EUR 30 000 - 45 000; Plein temps

Résumé du poste

EUROCONTROL is seeking an Administrative Assistant to provide governance support in Brussels. This role involves collaborating with various internal and external stakeholders to ensure effective operations and activities management.

Applicants should possess strong administrative skills, relevant educational backgrounds, and proficiency in both English and French. The working arrangement allows for a hybrid model, combining onsite and limited remote work.

Qualifications

• Must have completion of secondary or post-secondary education.
• At least 1-3 years of relevant professional experience in administrative roles.
• Proficiency in English (C1/C2) and French (B1/B2) is required.

Responsabilités

• Provide administrative support for planning and executing activities.
• Coordinate all required documents and timelines.
• Maintain accurate and consistent document standards and structures.
• Assist in reporting and communication activities.

Connaissances

Office administration

Communication

Planning and organizing

Teamwork

Discretion and confidentiality

Formation

Secondary education in office administration or communication

Post-secondary education in relevant domain

Outils

Standard Office applications

SharePoint

Web publishing tools

Description du poste

• Function title: Administrative Assistant (Governance Support)
• Reference: NOC-DG-2026-FGII/1123
• Location: Brussels
• The selected candidate must reside either at this location or within a reasonable proximity that allows for the satisfactory execution of their duties.
• Nature of the competition: Internal and external competition
• Applicable regulations: Conditions of Employment of Contract Staff at EUROCONTROL
• Duration of engagement: 3 Year(s) - renewal or conversion of the contract is possible under certain conditions see “Useful information” section
• Security clearance: EUROCONTROL, NATO or EU Secret
• Directorate/Service: DG/SEIR - Strategy, Engagement and Institutional Relations
• Working arrangement: EUROCONTROL operates a hybrid working model that combines onsite presence with remote work opportunities. Remote working is subject to specific limits set out in internal rules and must align with business needs and managerial approval. Please note that full-time remote work is not permitted.
• Reserve list: Applicable - See details in the \"Useful information\" section

Your team

Within the Office of the Director General , the Strategy, Engagement and Institutional Relations (SEIR) Unit reports directly to the Director General and plays a key role in shaping and coordinating the Agency’s strategic direction and external engagement. The Institutional Relations service (DG/SEIR/IR) supports the Organisation’s governance by providing logistical support and secretariat services to EUROCONTROL’s governing bodies, their subordinate groups and some of the consultation and advisory groups, as well as advisory bodies to the Director General.

Your role

Your role will be to:

• Provide administrative and engagement support for the execution, planning and monitoring of operations and activities related to working groups, including planning, preparing and executing meetings (logistics, meeting/conference documents, correspondence, and collaboration with internal/external services such as translators, conference facilities, IT, security and catering).
• Ensure reception and coordination of all required documents within set deadlines, including internal and external visa, and handle formalised approval procedures for documents submitted to the Organisation’s governing bodies, groups etc.
• Proofread and ensure the accuracy, consistency and conformity of official texts and publications, liaising with translators and business contributors, and collaborate with internal authors to advise on document structure, templates and quality standards.
• Advise presidents and internal/external members of the various bodies and working groups regarding meeting procedures, terms of references and administrative matters.
• Provide reporting related to the activities of the groups, handle requests from delegates and national administrations, including sensitive/confidential matters, and draft summaries of meetings as appropriate to responsibilities.
• Act as web content and engagement manager, ensuring harmonisation, maintenance and consistency of published information.
• Support the communication activities of relevant items to management, staff (inside and outside the service) and externally.
• Develop, maintain and update filing systems and maintain relevant databases as necessary.
• Carry out any other task in line with the main purpose of the job.

Required qualifications, experience & competencies

• Candidates must fulfil one of the following educational and professional experience requirements:
• Completion of secondary education in a relevant domain (office administration, communication, etc.), meeting European Qualifications Framework (EQF) level 4 followed by at least 3 years of relevant professional experience in an administrative, secretarial or communication function (e.g. administrative assistant, team/project support, meeting/event support etc.)
• Completion of a post-secondary education in a relevant domain (office administration, communication, etc.), meeting European Qualifications Framework (EQF) level 5 followed by at least 1 year of relevant professional experience in an administrative, secretarial or communication function (e.g. administrative assistant, team/project support, meeting/event support, etc.)
• Experience in a national administration would be an advantage.
• Experience in the use of standard Office applications.
• Experience in the use of web publishing tools or SharePoint, Viva Engage would be an advantage.
• Experience in using modern engagement tools (e.g. Menti, Slido, etc) would be an advantage.
• Knowledge or experience in salesforce would be an advantage.
• Drafting skills in English and French.
• Result focus: you strive to meet work expectations.
• Planning and organising: you display an organised and methodical approach.
• Quality focus: you deliver a consistent quality in work.
• Communication: you are able to foster two-way communication.
• Team work: you display a collaborative approach.
• Ability to interact with people of all levels in a professional manner.
• Discretion and confidentiality.
• 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 at level C1/C2 (oral/written) and users of French at level B1/B2. Knowledge of other European languages would be an advantage.

  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 may be required to provide documentary evidence confirming they meet the minimum education requirements. They will be informed if and when specific evidence is needed. Please note that no offer (for external candidates) or appointment (for internal candidates) will be made until the necessary evidence, if required, is validated.
• The selected candidate will be engaged in accordance with the provisions of the Conditions of Employment of Contract Staff at EUROCONTROL.
• Conditions depending on current type of engagement

  Contract staff engaged for a determined period

  • Retain their current type of contract duration.
  • Continue under their existing contract duration, as contract durations are not cumulative.
  • The duration of their contract will therefore not restart upon selection to the new post, i.e. the remaining duration of their current determined contract continues to apply.
  • Renewal(s): This contract may be renewed several times, but its total duration, including all renewal periods, may not exceed nine (9) years.
  • Conversion: Conversion to an undetermined duration contract is possible where all of the following cumulative conditions are met: the post is confirmed as being of a lasting nature; the staff member has completed at least five years of service; the staff member’s performance has been satisfactory; and the conversion is in the interests of the service. Conversion is therefore not automatic.

  Contract Staff engaged for an undetermined period

  • Retain their current type of contract duration.

  At the end of the 3 Year period of the post for which they were selected:

  • If the assignment is extended, they will continue in the post in accordance with the applicable rules.
  • If the assignment is not extended and/or the duties are not confirmed as being of a lasting nature, they will be transferred to another post corresponding to their previous generic post, job level, and function group.
• The selected candidate must successfully complete a probationary period of nine (9) months before being established in the post.
• The selected 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.
• 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.