Administrative assistant M/F

Do you speak English and Hungarian or Romanian or Bulgarian or Czech or Slovak?

Our client, a European Institution, is looking for an Administrative Assistant within the Operations department on a temporary assignment. The selected candidate speaks English fluently. Hungarian, Romanian, Bulgarian, Czech or Slovak speaking skills are considered as a strong advantage for the department's needs.

Accountabilities:
Projects origination process:

• Assist loan officers in updating and compiling business information and organizing contacts.
  
  Lending process:
• Assist the Head of Division and loan officers during the lending process (in close coordination with the other Directorates participating in the process).
• Finalize, distribute and file project cycle documents (GNG, AFS, Board reports), notes and reports prepared by loan officers.
• Oversee the administrative coordination of the whole lending procedure (monitoring of deadlines, organization of meetings, appointments and business trips for the loan officers).
• Handle telephone contacts with clients, organize client meetings and follow project information flow.
• Prepare briefings for signature events in coordination with the Loan Officers and the services.
• Handle correspondence and draft cover letters.

Optimization of operating tools and working methods:

• Keep the Division's pipeline of transactions up to date; monitor that procedures are followed during the lending process and inform the Division's team about updates; input data in the GED
  
  Organize meetings and missions and loan officers' participation in conferences:
• Maintain appropriate filing of electronic (notably in GED) and paper documentation.
• Maintain IT systems up to date, generate reports as requested and ensure proper accesses for the team. This includes Business Objects (budget and statistics), pipeline, GED Institutional Workspace, Serapis, shared mailboxes and distribution lists.

Teamwork:

• Manage together with the Assistants' pool, the shared mailbox and telephone coverage and promptly respond to requests.
• Cooperate with the other secretaries and members of the Department; when appropriate, train new colleagues on the company's procedures and processes, contribute to a good working atmosphere within the Division and the Department in order to facilitate the timely implementation of tasks, smooth flow of information and achievement of objectives.

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 3 years of relevant professional experience
• Excellent knowledge of standard MS Office Tools (Word, Excel, PowerPoint)
• Excellent knowledge of English and/or French, with a good command of the other. Knowledge of the languages of the region in which the Division operates (Hungarian, Romanian, Bulgarian, Czech or Slovak) would be an advantage.

Competencies:

Ensuring accountability: Holding yourself and others accountable to meet commitments.
Collaborating: Building partnerships and working collaboratively with others to meet shared objectives. Agile communication skills are required in this role.
Cultivating innovation: Creating new and better ways for the organisation to be successful.
Driving results: Consistently achieving results, even under tough circumstances. This role especially requires a capacity to prioritise and work with tight deadlines, balancing delivery with attention to detail.
Instilling trust: Gaining the confidence and trust of others through honesty, integrity and authenticity. This role especially requires a capacity to handle sensitive information of a confidential nature.