English and Italian-speaking assistant M/F

Our client, a European institution, is looking for an Administrative Assistant who speaks English fluently and who has at least a good knowledge of Italian. This temporary contract starts as soon as possible in June.

Operating Network:
The Administrative Assistant reports to the Head of Division and provides administrative and secretarial support to the Division's team. The role requires close cooperation and shared responsibilities with the other team assistants in the Division and in the Department.

Accountabilities:
Division Support & Operational Coordination

• Ensure efficient, timely and high-quality administrative and operational support to the Division.
• Support the day-to-day workflow and organisation of the Division, contributing to its overall efficiency and performance.
• Proactively manage multiple tasks and priorities, ensuring responsiveness to urgent requests and changing deadlines.
• Contribute to the preparation of statistics, reports and presentations relating to Division activities.

Lending Process & Data Management

• Coordinate the administrative execution of the full lending approval process.
• Support loan officers through the lending cycle and project follow-up, including document finalisation, formatting, distribution, filing and quality control.
• Maintain contact databases and ensure continuity of information flows.
• Ensure high standards of data quality in internal systems, including updates, consistency checks, compliance monitoring and reduction of system alerts through proactive follow-up with the team.
• Contribute to the continuous improvement of processes and working methods.

Teamwork & Collaboration

• Collaborate closely with other assistants and team members across the Department to ensure effective coordination and information flow.
• Contribute to a positive, collaborative and high-performing team environment.
• Promote knowledge sharing and continuous improvement, including harmonisation of working methods across the Division.

Qualifications:

• Secondary level education, preferably complemented by a certificate in a relevant field (e.g. business administration, office management or equivalent).
• At least 3 years of relevant professional experience in administrative, operational or team support roles, ideally in an international or corporate environment.
• Strong command of MS Office tools (Word, Excel, PowerPoint); good familiarity with data management systems.
• Excellent command of English (oral and written) and at least good knowledge of Italian. Other EU languages are considered an asset.

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