Assistant to the Director's Secretariat

EIGE - European Institute for Gender Equality

Assistant to the Director's Secretariat

EIGE - European Institute for Gender Equality

Vilnius, Lithuania

Reporting to the Director of the Institute and working in close collaboration with the Director's Assistant, the jobholder will assist in facilitating the co-ordination of the work of the Institute. The post demands a high level of initiative from a team player who is self-critical towards her/his own performance and shares learning and information as part of a multicultural and multidisciplinary team. The duties of the post include the following:

  • Provide effective secretarial support: manage the Director's agenda, screen phone calls, enquiries and requests, follow-up multiple invitations, arrange and reimburse missions within the secretariat;
  • Draft, proof-read, copy and/or prepare a variety of correspondence, reports, meeting documents, minutes, statistical or tabular data, letters, memoranda, etc. where appropriate using word processing or spread sheet applications;
  • Perform administrative monitoring and quality checks on incoming/outgoing files for the Director's signature, ensure timely processing; assist in problem solving when needed;
  • Assist in managing projects and processes: create and maintain updated lists, files and databases ensuring detail accuracy, easy retrieval; follow practices and rules applied at the Institute;
  • Arrange internal/external events (e.g. meetings, workshops, training or public events) for the Director and provide ad hoc organisational support for specific events organised by the different units at the Institute;
  • Initiate and administer low-value procurement procedures for services or goods supporting activities directly under the Director, monitor respective budgets, collaborate with contractors;
  • Provide continual support in the organisation of Management Board meetings, i.e. preparing terms of references, supporting meeting organisation, logistics, travel/accommodation arrangements, close collaboration with contractors, financial management, and reporting;
  • Maintain good contacts and coordinate workflows with all units, external stakeholders, partners and networks.

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© EuroJobsites 2021

EuroJobsites is a registered company number: 4694396 VAT number: GB 880 9055 04

Registered address: EuroJobsites Ltd, Unit 8, Kingsmill Business Park, Kingston Upon Thames, London, KT1 3GZ, United Kingdom

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