Office Support Agent (Located In The San Francisco Office Of The Delegation)

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The European Union Delegation to the United States of America, Washington DC is looking for:

Office Support Agent (located in the San Francisco office of the Delegation)

We are

The European Union (EU) is an economic and political partnership between 27 European countries. It plays an important role in international affairs through diplomacy, trade, development aid and working with global organisations. Abroad, the EU is represented through some 140 diplomatic representations, known also as EU Delegations, which have a similar function to those of an embassy.

The EU Delegation to the United States of America in Washington, D.C. works in close coordination with the Embassies and Consulates of the 27 EU Member States. We are a full-fledged diplomatic mission and represent the European Union in dealings with the U.S. government in areas that are part of the EU’s remit.

We offer

We offer the post of Office Support Agent (Local Agent Group IV). You are a part of a team of seven located in the San Francisco office of the EU Delegation. The office reports on the Digital Economy with a primary geographical focus on the Bay Area and California.

The office facilitates local contacts with the digital policy stakeholders such as state and local government, industry and industry representations, civil society, and the Consulates General of the EU Member States. It also contributes to building a good understanding of present and emerging EU policy priorities in the digital field and helps to liaise, notably with EUDEL Washington, DG CONNECT and the EEAS.

Under this job function the successful candidate will be responsible for carrying out administrative tasks, under the authority of the Head of Delegation (in Washington DC) and the direct supervision of the Head of the EU Office in San Francisco.

The Local Agent is responsible for the following functions and tasks as regards the San Francisco office of the Delegation of the European Union to the USA:

• Carry out supporting tasks and process administrative documentation, including agenda management, contact making, mission orders and expenses using MIPS, arranging travel itineraries using internet;
• Provide administrative support for the organization of meetings with EU and non-EU Member State Representatives, and other visitors;
• Provide administrative support to missions from Brussels, setting up programmes for visitors including accommodation, logistics and meetings with relevant interlocutors;
• Coordinate incoming and outgoing reports, correspondence, documents by diplomatic pouch, photocopying, filing and archiving using Ares, answering the telephone;
• Compile briefings and prepare short minutes;
• Support the Office Assistant with co-location management with respect to maintenance, cleaning and security;
• Support the Office Assistant (LA Group II) with caterers to organize receptions within the office;
• Support the Office Assistant with outside suppliers, contractors and service providers to order and manage office furniture and supplies;
• Coordinate with the EU Delegation to the USA on all administrative matters and any other administrative tasks requested by the Office Manager of the EU Office in San Francisco and/or the Head of Delegation in Washington DC.

The post involves occasional atypical working hours.

We offer an attractive position in a stimulating and supportive work environment and working in close coordination with colleagues across the EU Delegation. The salary range is dependent on relevant and verified employment experience, starting from $53K (1 year of experience), $58K (5 years' experience), $63K (10 years’ experience) etc.

There is a competitive benefits package including personal leave days and public holidays, flexible working hours, health and dental insurance and a retirement savings plan.

The expected start date will be August/September 2025.

Eligibility requirements

• Minimum of secondary/High School diploma or equivalent; higher education would be an advantage;
• 1 year of professional experience related to the job.

We look for

• Well-developed, demonstrated task coordination skills, particularly in capacity for organizing meetings and agendas, handling confidential matters;
• Excellent organizational skills and ability to multi-task, as well as to balance demands and manage needs of the section;
• Outstanding capacity to work and feel at ease in a diverse team; high flexibility and capacity to work under pressure, efficiency and resourcefulness.
• Ability to take initiative, anticipate and resolve problems autonomously and accept responsibility;
• Fluency in English (written and oral), knowledge of second European language an advantage;
• Excellent verbal, written and interpersonal communication skills;
• Excellent computer skills, including Microsoft Word, Excel and Outlook, knowledge of scheduling tools and internet applications, as well as database experience.

How to apply

It is important to note that the Delegation of the European Union does not sponsor visas for Local Agents. Applicants must have a valid US work authorization at the time of application that does not require Delegation of the European Union sponsorship.

The applicant must send:

• A cover letter and Curriculum Vitae using the Europass template available at: https://europa.eu/europass/en

• For all traineeships, please indicate if these are paid or unpaid.

• The resume must also include the names and contact details of at least two referees who can attest to your professional and personal attributes in the event you are shortlisted for the post. References will only be taken up for those who are shortlisted.

Please submit your application via the Indeed.com website (Reference WASDEL 05/25) no later than noon (EST) on Wednesday 25 June 2025.

Only applications that meet all of the above criteria and submitted via Indeed.com will be considered.

The process

After the deadline for applications, the applications will be reviewed by a Selection Panel set up for this purpose. The Selection Panel will prepare a short-list of candidates who are considered the most suitable for the post based on a preliminary assessment of the information provided in the cover letter and resume. The short-listed candidates will be invited to an assessment phase, which will include an interview and practical test. During this phase, the Selection Panel will assess the suitability of the candidates for the post. Those candidates who have not been short-listed will not be contacted individually; however, the Delegation will use the same means of publication as for this job advertisement to inform the remaining candidates once the recruitment procedure has been completed and that a candidate has (or has not) been recruited.

The Delegation will not supply additional information or discuss the selection procedure. During the selection process, please do not contact the members of the Selection Panel, but address your questions and comments to the Delegation’s Administration.

The successful candidate will be subject to a background check.

Job Type: Full-time

Pay: $53,000.00 - $63,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Vision insurance

Schedule:

• Monday to Friday

Application Question(s):

• You must have an existing US work authorization (e.g. US Citizen, Permanent Resident, EAD) that does not now or will not require EU Delegation sponsorship in the future.
• Please describe in 1-2 sentences: How is your previous experience relevant to this role? Why are you a good fit for this job?

Education:

• High school or equivalent (Required)

Experience:

• job-related professional: 1 year (Required)

Work Location: In person