This position is based at our Luxembourg headquarters and requires regular office presence. The EIB offers you the opportunity to live and work in a truly international and multi-cultural environment. We also offer relocation support.
The EIB, the European Union's bank, is seeking to recruit for its Legal Directorate (JU) – EU Operations Department (OPS-EU) – Spain and Portugal Division (ESPT) at its headquarters in Luxembourg, a (Senior) Operational Assistant with Spanish or Portuguese Language.

This is a full-time temporary position at grade 1/2.

The term of this contract will be for one year; as this is a temporary replacement assignment, no extension or conversion of the contract is foreseen.

Panel interviews are anticipated for end of March.

Purpose

The Spain, Portugal (ESPT) Division deals with the legal documentation and legal issues for projects in Spain and Portugal. Together with other legal counsels, and under the authority of the Head of Division and Head of Department, the successful candidate will deliver legal support to the operational directorates.

As (Senior) Operational Assistant you will execute a wide range of duties in relation to both operational and administrative matters in order to contribute to the optimal functioning of the directorate.

Operating Network

You will report to the Head of Division and work with all Division members (lawyers, paralegals and assistants), other Directorates and interface with external contacts to support the Division's operations.

Accountabilities

• Provide administrative support in the accurate preparation of original legal documents and in the finalisation / administration of contractual documentation (such as finance contracts, guarantee agreements and contractual modifications)
• Ensure follow-up of all procedures, both before and after signature of legal documents (e.g. prepare and circulate legal contributions to internal decision-making documents, prepare and distribute contractual documents, ensure due circulation of documents both inside and outside the organisation, handle notification of signatures, ensure electronic and paper archiving, store documents using the EIB electronic document management system (GED - Livelink), handle notes and other memoranda) and ensure quality control of documents
• Carry out general secretarial duties and administrative tasks, including telephone coverage, mail/document control and distribution, filing, organisation of meetings, managing calendars
• Prepare draft correspondence on various topics for the Division, including notes, reports, presentations
• Verify data to be inserted in contractual documents and coordinate with other Directorates to assist lawyers in the preparation of new contracts and other documents
• Build and maintain good relationships with internal and external counterparts
• Ensure back-up to colleagues to guarantee continuous business support

Qualifications

• Secondary level diploma. Formal secretarial training is a distinctive advantage
• At least 3 years of relevant professional post-qualification experience (i.e. in similar or related tasks); experience acquired as secretary/administrative assistant in a law firm, corporate legal function, or any other legal environment, is a distinctive advantage
• Very good knowledge of the standard IT & office tools (particularly Word, Excel, PowerPoint, and Outlook), Acrobat, common office hardware (e.g. printing, scanning, and faxing equipment); familiarity with Electronic Documents Management tools, electronic archiving, and reporting tools is an advantage
• Excellent knowledge of English, Spanish and/or Portuguese (oral and written) is required; good knowledge of French would be an advantage

Competencies

Find out more about EIB core competencies here

To find out more about our eligibility criteria click here

We hire and value talent with unique characteristics, creating a work environment where they can be themselves. We believe that Diversity, Equity and Inclusion makes us a performing and innovative organisation. We encourage all suitably qualified and eligible candidates to apply regardless of their gender identity/expression, age, racial, ethnic and cultural background, religion and beliefs, sexual orientation, disability or neurodiversity.

We strongly invite applicants with a disability, neurodivergent profile or chronic condition to request reasonable accommodations at any stage during the recruitment process. Please contact the EIB Recruitment team Jobs@eib.org who will ensure that your request is handled.

By applying for this position, you acknowledge the importance of maintaining the security and integrity of the Information of the EIB Group. In case of selection for the position you agree to comply with all measures (policies, controls, document classification and management) implemented by the EIB Group to prevent unauthorised disclosure of any information or any damage to the EIB Group reputation.

Deadline for applications: 12th March 2025

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