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Office Assistant
Office Assistant
This position is no longer available.
The European Institute of Public Administration (EIPA) was created in 1981 on the occasion of the first European Council held in Maastricht and is supported by the EU Member States and the European Commission. Our core mission is to provide a mix of deep insights and practical knowledge about EU policies, to all professionals related to EU public affairs, with the key objective of further improving their skills and capabilities for effective management of the policies. In addition to the Maastricht-based headquarters, EIPA has a centre in Luxembourg: the European Centre for Judges and Lawyers (ECJL).
The position
The Office Assistant will work closely with the Project Organisation (PO) Team in Luxembourg, the Financial Officer of EIPA Luxembourg, and colleagues at EIPA’s headquarters in Maastricht. This role involves daily interaction with a range of internal and external stakeholders, including external experts, service providers, clients, and participants in our training activities.
Occasionally, it may also involve travel to EIPA’s headquarters in Maastricht.
The position reports to the Director of Luxembourg.
You will take on a diverse range of tasks, from routine office management responsibilities to supporting colleagues in the delivery of projects and training activities. Your time will be divided between logistical and organisational support for office operations and assisting with services related to EIPA’s projects and training programmes.
Main tasks and responsibilities
Main duties and responsibilities
The Office Assistant will be responsible for:
- Managing the organisational, logistical, and administrative aspects of EIPA Luxembourg’s office in close cooperation with the Finance Officer.
- Collaborating with the PO Team to provide comprehensive administrative and organisational support for EIPA Luxembourg’s activities, including training sessions and conferences in Luxembourg, as well as handling organisational aspects of activities abroad (e.g., travel arrangements).
- Overseeing the organisational, logistical, and administrative aspects of training events in Luxembourg (both open enrolment and contracted courses) and supporting training and capacity-building activities across the EU and neighbouring countries.
Your profile
Required skills
- High level of planning and organisational skills (e.g. time management, ability to prioritise and coordinate the work with others, taking appropriate action when required, capable of coordinating services provided by different suppliers and keeping an overview, both internally and externally).
- Fluency and ability to communicate at all levels in a professional and representative manner in English and French, both spoken and written, including the capacity to independently draft correspondence and reply to standard inquiries. Similar proficiency in German and/or Luxembourgish will be an advantage.
- Good communication skills (both written and spoken in the above languages).
- Being a team player and proactive, including readiness to help colleagues.
- Demonstrated sense of cultural diversity: being able to work in a multinational and multicultural environment; communicating professionally and politely, even in busy periods.
- Due to our cooperation with governments of EU member States, EEA countries, and EU candidate countries, preferably having the nationality of one of the EU Member States, of the candidate countries to the EU, or one of the EEA countries.
Required knowledge/education
- BTS – Brevet de Technicien Supérieur or a Bachelor’s degree (Higher Vocational Education), or an equivalent qualification.
- At least two years of proven experience in a comparable administrative support role, such as Office Assistant, Secretary, or Administrative Assistant.
- In addition to practical experience, the ability to think critically and work effectively in a dynamic environment is an advantage.
Are you interested?
The vacancy is closed.